When planning an outdoor event of any size, you can run into many significant challenges. There are always risks involved when you gather a group of people together outside the safe confines of an indoor space. There are environmental factors to consider, and issues regarding organization, accessibility, and flow. All these challenges might be enough to make you want to reconsider your plans and hold the event indoors instead. But you might want to hold off until you have looked into the many options available in tent rentals.
If you are fortunate, you probably have access to one or two reliable tent rental firms right in your city. Otherwise, there may be a larger firm that is willing to provide you with what you need for your event. However, you do have to consider the reliability of the firms you are considering as well as their ability to handle the scope of an event such as the one you have planned.
Before you even look into a tent rental provider, it is a good idea to consider the environmental factors during and immediately before and after the day/s of your event. This is especially important if you plan to host a large number of people, or if you have sensitive electronic equipment to protect. Any outdoor event is subject to variances in weather, and you definitely don’t want to get caught off guard. Even the most capable tent rental firms will run into difficulty with extreme weather conditions, so always factor that in when planning to set up a few tents outdoors.
After the weather, possibly the most important consideration is the size of the event. Some of the most important things to ask yourself are:
- How many people do you expect?
- What sort of activities are involved?
- Do you have any special requirements with regard to space and accessibility?
Making a thorough assessment of these and other space-related concerns will help you decide on the most appropriate option for you.
At some point, you will have to meet with the tent rental firm face-to-face, preferably at the site of the event itself. Don’t simply arrange for everything over the phone. Meeting with a representative of the tent rental firm on the event site will make it easier to pinpoint and address any issues, and insure more satisfactory service. This in turn will help make for a more successful event.
The two other main factors to consider are time and budget. The larger your event is, the more time you will have to allot for setup and teardown. It is always a good idea to allot more time than you think is needed, especially for larger events. This will ensure that the facilities are setup safely without risk to the guests and organizers.
Finally, compare the rates of as many different tent rental providers as possible, paying particular attention to how it relates to their service. Don’t simply go with the company that offers the lowest rates. Instead, choose your tent rental company based on the services that they offer and the affordability of their prices. This will enable you to get the best value for your money.