Here are answers to some of the most common questions for tent rentals.

What size of tent do I need?

First, determine how many people you want to accommodate at any one time for your event.  Then refer to our recommended seating capacity chart for easy guidelines.  Don't forget to add some extra space for such things as a buffet table, bar area, stage, dance floor or whatever your situation may call for.  After you've added all those numbers up you'll have the total size you need.  Then see which tent has close to (or slightly larger) the same square footage and that's the one you want.

A really quick number to use is 10 sq. ft. per person for backyard, beer garden or festival use.  We recommend 12 sq. ft. per person for such events as weddings, corporate openings or high-end sporting events as example.

Here are some typical scenarios of tented events, and a recommendation of what type or size to use.

Here's a few other important things to consider when planning to rent a tent for your party:

• Allow a minimum of 10 feet around the perimeter of the tent for setup.  That means if you order a 20'x20' size tent, the area you want to have for proper installation should be about 30'x30' in size.  We can of course work with smaller areas than that but please advise us so that we can be prepared when the crew arrives.  Don't forget to look up to see if their are any tree branches hanging down or perhaps a fixture on your house that may interfere with the top of the tent.
  
  

• 40' wide & 60' wide pole tents are another case where you have to allow enough room for guy lines and stakes.  The tents themselves are 40'-60' wide but then you have to add an additional 10' for the guy lines that secure the tent down and another five to ten feet on top of that for work area.  Some of the pictures in the photo gallery will show examples of what they look like.  We will also require drive up access with our truck for larger size tents due to the sheer weight of them so if that is going to be a concern with your location, please let us know in advance so that we can plan accordingly.

• When you order a tent, try to plan out in advance where the most logical place to install it on your property is.  (ie. don't put it on the side of your sloping back yard where all the drains from the house lead right to) One of the best ways to do that is to use or create a site plan to aid everyone in placement of the tent(s) and what items you plan to have in it.  It's not necessary to do that for something as small as a 20'x20' but if you are planning a 40'x100' for a wedding with catering tents, and walkway canopies its a very good idea.  It doesn't have to be fancy either, just as long as we have a basic understanding in relation to the other things in and around your house or commercial property so that we know of any conflicts or things to avoid *before* our install crews arrive there.
  
  

• Underground and overhead utilities are always important to watch out for when erecting a tent.  More than a few times over the years we've arrived on site to discover some very large power lines right overhead of where our customer wants it installed and had to move to a safe location or we couldn't put it up at all.  Make sure that you have more than 7 meters or about 21 feet (which is code) away from any power lines.  Our actual company policy for this is not closer than 50 feet so anything less than that and our crews are instructed to phone the office to confer with the tent div mgr and we will check with our customer and/or Enmax before any work can proceed.  This is especially true if you happen to live in some of the older neighborhoods of Calgary such as Ramsey, Thorncliff or West Hillhurst which might also have telephone or TV cable hanging down very low from the back alley to the side of your house.
  
  

• Alberta First Call is a free service provided by the utility companies to locate any power, water or gas lines on your property.  The toll free number is 1-800-242-3447.  This is a great service and once completed we do request a copy be forwarded to us prior to our install crew going out on location.  After the site is inspected they will hopefully provide a "no conflict in work area" report.  If there is a conflict then 1st Call can take the appropriate course of action which includes marking the utility lines or designating a setback that is safe.  Once you've booked your tent with us, it's usually a good idea to make that call for utility locate right away so that it is done as far ahead as possible and best of all, this service is provided totally free by the utility companies for everyone's benefit and protection.
  
  

• Proper ground conditions for stake anchoring is required for all tent installations.  When you inquire or reserve a tent we will ask you what the setup is surface is; be it grass, dirt, asphalt, concrete pad, interlocking patio bricks or a wood deck - we have seen it all and there are special methods and devices that we use for various situations.  In some cases weighted ballast for the tents is needed and we have ways of doing that within the limitations of a safe installation.  For safety reasons, only tents up to 20'x20' size can be weighted down and only for short duration (ie. setup in the morning and removed later in the day) Not every situation can be accommodated depending on the potential exposure to wind should there be a storm so please understand that our policy is designed for the safety of everyone concerned.  If you need larger tents than 20'x20' we do have larger ballast systems available, but they can get quite expensive due to the weight and cost of moving them around with a crane truck.  Consult with our tent div mgr if you have a special request.
  

What's the difference between a marquee, a canopy, a pole tent or a clearspan structure?
A marquee usually refers to high peak 10x10 thru to 34 Hexagon frame tents.  They feature a design with a "flying centre pole" to create the distinctive lines of this type of tent.  A canopy can also be thought of the same thing but in most cases that means that the tent doesn't have any sidewalls installed so therefore it's just a canopy over your head.  Pole tents use tall centre poles and perimeter guy-lines to tension the fabric into place to create the roof.  The two most common sizes are 40 ft. wide and 60 ft. wide tents popular for weddings and festival events.  Clearspan structures are large span "temporary" buildings that you see at many of the largest sporting events and commercial projects.  They have snow load capable roofs and are supported by steel truss arches that require a crane to lift them into place for installation.  Examples of those are on our modular page.  You can usually refer to any of these descriptions simply as a tent but there are differences in what they do, how they look and in what manner the fabric roof is supported.

What types of  sidewalls do you have for the tents?
We have two kinds and they are:
- plain white, which is just a standard fabric wall that you can't see through.
- french window, which are a fancy type of arched window that is usually the preferred choice for weddings or in some cases where you want to let the light in or see out of.
- we can also make either of these types of walls on frame tents slider cables so you can open them up (they slide sideways like a shower curtain) or close them up if it's windy out.

How do you anchor tents?
We use steel stakes that are 20" to 48" long driven into the ground - that's also the reason why we require utility locates.  The actual number of stakes and the size of them will vary depending on what size of tent it is, how much wind load they may be subjected to and the length of time they will be set up.  There are other things that we can do depending on the situation but the end result has to be within the manufactures anchorage guidelines and above all, secure if a storm does arise.

Do stakes damage my asphalt parking lot?
No, it will make a hole about 3/4 to 1 inch in size which can be repaired if needed with special asphalt plugs.  There are some locations in the city that we have been installing the same size of tents for many years and we reuse the same holes over and over again with no problem.  If you have a concrete patio or sidewalk area we can use concrete construction anchors that use bolts and washers to take the place of stakes.  These are permanent once installed but are very clean and a hex nut can be put into them flush with the ground if you want to use them again some time later.

Also, contrary to what many people think, no, your asphalt will not frost heave in the winter if it has been properly prepared, constructed, compacted and paved in the first place.  It is an urban myth that this will happen and simply not true for the Calgary area.  As a matter of fact, during the spring and winter they will slowly fill up with leaves, sand, gravel and dirt. Often, you'll be hard pressed to even find them after a while even if you know exactly where to look.  On the other hand if a contractor did a very poor job of paving and cheaply done it will be instantly noticeable by an experienced eye.

When do you install and remove a tent for my party?
If your party is on a Saturday for example, we usually install the day before your function starts.  Sometimes even earlier depending on the situation, weather factors and how many projects might be scheduled for that week and where they are located.  Pickup is most often scheduled for Monday but we will ask you for the event start and end time to determine exactly when the best time for pickup would be.  Another example would be for a Friday night dinner party that starts at 6pm.  In that case we might deliver everything on Thurs or Friday morning and pickup on Saturday.  For most events, there is no cut and dried time for installation & strike because of many different factors but we always strive to be flexible and accommodate the needs of our customers balanced with what is possible for our tent crews to do in a day.

For commercial projects we usually try to install everything one day or several days prior to your event and then strike it the day after.  The actual timing can vary widely and will depend on what other services you have to coordinate inside such as stages, flooring, electrical, decorating, table settings, audio visual etc.  All these activities take time so please plan accordingly.

What happens if a rental item gets damaged or lost at my party?
Missing or damaged items are charged at retail replacement cost or the cost of materials & labour to repair it. We also have a damage waiver fee of 8 % to cover accidental breakage-damage for tools and equipment only.  Due to their fragile nature, glassware, linens, skirts, dishware and flatware are not covered by damage waiver.  Please call our office for further details.

Do I need a floor in my tent?
In most cases you don't, especially if you have a really nice lawn of grass - why cover that up?  Sometimes you might want a floor other than for dancing on and yes we can provide those.  Check the flooring section of our price guide for details.

What about setting up or taking down tents outside of normal hours and holidays?
Most events are pretty straight forward but sometimes we do have challenging time-lines that must be adhered to for one reason or another.  When this is the case, please contact our office for information.

I want to have you set up a tent on my freshly laid grass sod, loam, red shale baseball diamond, roof of my garage, 23rd floor of an office tower or on a road tar driveway.
Yes, we have been asked these things (yes really!) but here is what you need to know:
- Grass sod usually takes at least a couple of months (or a year) before it really takes hold on your lawn.  Anytime less than that, and should there be heavy rain, the grass strips will tend to separate and turn into a muddy disaster if people and tents start tromping around on it.  In some cases even a few weeks is ok, but we did have a situation once where the sod was laid only two days before and then it rained heavily.  After we warned him what would happen, the customer still insisted that we install the tent which we did but at the end it was quite a mess and his lawn had to be re-done as well.  We haven't done that ever again.
- Loam is basically black dirt used to grow grass seed on.  Imagine what a white tent combined with a solid day of rain will look like when we either try to put it up or take it down in that area to say nothing of what your guests shoes are going to look like during the party.
- Red shale used for baseball diamond infields acts just like red paint when you try to set up a big white tent before, during or after a rainstorm.  Only road tar and tree sap (which cannot be removed without damaging the fabric permanently) is worse.
- You're kidding about the 23 floor office tower aren't you?  Nope, it's true.  On the very top they wanted a 15'x30' tent installed and strapped onto some flimsy flower box railings on the outside patio of the executive suite.

Do you have tents for the patio deck of my house?
Yes, the 10x10 Caravans work great for this and they're quick and easy to setup.  These are great for party guests to have an outside shelter for smoking, beverage service or whatever things you might need to cover on the outside during your party.  These are for quick up and quick down for customer pickup and return.  Check the pricelist for rates.

Do you have tents for BBQ'ing under?
Yes we have specific tents (10x10 and 20x20 only) for that but you must tell us in advance and we'll make sure it's one that we set aside from our regular inventory that you can bbq under to your hearts content.  If you damage one of our nice white tents with greasy smoke or ruin one of our wedding tents in this manner we will charge you for the replacement cost of the fabric since it is now essentially useless for anything else - forever!  The burned charcoal or grease smell will last about a year or so and the white tent that we installed is now smokey grey on the inside roof and cannot be cleaned or repaired.

All you have to do is put the grill at least two feet outside the tent so that the roof doesn't trap the smoke, grease or heat from the bbq.  If you do have to be under the tent for bbqing just tell us and we'll make sure that there isn't a problem.

What size of customer install tents do you have?
We have 10'x10' and 20'x20' for do-it-yourself set ups as indicated on our price guide.  You can combine them if you need larger.  We also carry light-duty 10'x10' pop-up tents.  The longest pole on the 20'x20' frame tent is 14'-4" so a 1/2 ton truck with full length 8 ft. box is the smallest you can pick that up in.  The 10'x10' frame tents longest pole is 9'-6" while the 10'x10' pop up tent can go into the back seat of your car as it's overall length is just 5'-3" folded down very similar to the size of a golf bag but taller.

What about security of tents from vandalism or other damage?
Fortunately we have had very few incidents over the years but here are some points to keep in mind while a tent is installed on your property:

• You are responsible for any damages caused by vandalism or unruly guests to any of the rental equipment.  This is a very rare occurrence because most events are either in a secured local or have overnight security service.  A little common sense is all that is needed usually to avoid any potential problems.

• After considering the location of the tent, the type of function and the time it will be on site, we can suggest what will work best.

I want to rent your 40'x80' and set it up myself, will you do that?
Sorry only our experienced and specially equipped tent crews handle large tents.

If you send a supervisor and I supply some volunteers to help put it up, will you do that?
This depends entirely on the scope of your event and what size of tents are involved.  Please be aware that over the years we have been in business, there have been past problems with "volunteers" or "friends of friends" not showing up or just being plain lazy.  If we can determine that you have access to qualified labour for your project then we can discuss options with you.

When are site inspections required?
If the area that your event takes place in is a flat grass area without any obstructions within the desired tent area, a site inspection is probably not needed.  Keep in mind that we require drive up access for our trucks and allow for a minimum ten to fifteen feet around the perimeter for guy-lines and general working area in order to install your tent properly.

If you use common sense, it's usually pretty simple.  If there are trees too close, sidewalks or other things that may be a problem please advise.  We can also use the faxed report from Alberta 1st call to alert us to any potential problems.  Remember to look up for overhead obstructions, tree branches and mention any underground septic field or irrigation systems that we should know about since 1st call will not mark those types of things because they are your responsibility.

What about a site inspection for out of town locations.
For out of town projects we will ask you for a site map (hand drawn is fine as long as it's clear) which describes where on your property you want the tent installed.  All we need is for the location to be clearly marked in relation to other structures on your property or land features that can be easily identified so our install crews know how to get on to your property and where to put everything if you aren't home at the time.  Placing pegs in the ground to indicate the four corners of the tent works well too and makes sure there is no mistaking where you want the tent placed.

If the site has large trees, man-made obstructions or other features that may interfere with the proper installation of the tent then we will evaluate out of town site visits on a case by case basis.

About truck access to the site.
Please remember that most tent installations require us to be able to drive right up to where we need to work because of the size and weight of the tents that we may be setting up for you.  Obviously parties at your residence are restricted to driving in the back alley of your house but please advise when you book your tent if that is not the case so that we can plan accordingly.  For large scale commercial projects this usually isn't a problem but does bear mentioning in case there are restrictions for access that we don't know about.  If we do need to transport materials more than a minimal distance from the truck, and we are not notified ahead of time before our crew arrives, our company policy requires our driver to phone the office for authorization.  Again, we try to be flexible but we have had instances where our truck and work site were 250 yards away with 7000 lbs of tent fabric and materials that needed to be hand carried.

About deposits on tents and event rentals.
Our standard policy is 35 % to 50 % initial reservation deposit to secure the rental items you want. This acts as security for us to reserve the equipment and schedule crew labour and trucks for what we are going to supply in a professional and orderly manner.  In many cases, the project we are supplying involves a very significant commitment in terms of inventory,  planning and man-hours of preparation to ensure the success of your event.  If you cancel then we have to be compensated for the time and service that we have prepared for you already and for lost opportunity for other customers.

What about permits for tents & special events?
Each municipality has different regulations so it will vary based on where the event is taking place.  We can tell you how it applies to events in Calgary but for other areas you should check with your local officials.  Customers are responsible for obtaining any and all permits that may be required. Most small parties for individuals in their backyard or house don't require permits but if your event is a large public event/festival/music concert you may require some.  Here are some links to The City of Calgary for info:
The City of Calgary Tent guidelines
Building Permit for Tent application
The City of Calgary Building Permits
Development Permit application Special Function Tent

I need a specifically timed delivery for my tent installation so that I can meet the crew there.  Can you do that?
We will try to accommodate your request within reason for in-town set ups during regular business hours.  In general, please allow at least a four hour window in the AM or PM for scheduling of our crews.  This can also depend on the time of year and how many projects are taking place that day.  We can estimate to some degree the timing of deliveries and pickups but it's never exact due to traffic or weather conditions or sometimes a customer who changes their mind and wants the two 30'x30' tents that were just installed moved 40 feet to the other side of the driveway (this has happened before).

We do have two-way radios for our delivery personal so we can usually keep you apprised of the situation or give you a 'heads-up' call that they are on the way.  If you require a specifically timed delivery or pickup an extra fee may apply, please call the office in advance and we'll see what we can do.

Do you have something for temporary warehousing or plant shutdowns?
Yes, clearspan structures work best in most cases and we have 40 ft. wide units that can expand in 15' increments.  They also can be equipped with truck doors for forklifts and to drive vehicles inside.  Frame tents can be used for temporary staff lunch rooms and small storage needs (pallets for example) during plant shutdowns.  Please call our office for information.

Do you have tents for use in the winter?
Yes, however they are limited to 20'x20' frame tents and smaller sizes.  Rental rates are generally higher then summer season because of the extra labour and cleaning that is needed to keep the inventory in good shape.  As a rule of thumb, we charge an additional 50 % of the summer rate for anything setup from mid October to mid April due to the extreme weather that can be encountered during those times.  As people know in Calgary, we can have a foot of snow and 15 degree's below zero weather change in just a day or two. 

What about heating tents in the winter?
Yes, we can heat tents depending on the expected temperature and type of use.  There is a vast difference between heating during -5 C and -25 C so the best thing to do is call our office with some specific details about what your planning and then we can advise what will work best.

Can you join together different size tents?
Yes we can.  We have a special gutter/joiner system that work with both frame tents and pole tents to join them all together for walkway canopies, catering tents or reception areas.  They work great and are seamlessly integrated into the whole line of tent inventory that we carry.  This also includes clearspan structures as well.

Can you plan my wedding, price quote it and send it to me via email?
Not specifically as every persons wedding plans are different in some way or another.  We can however provide basic information via our price list and you can review our tent wedding photo gallery for ideas first and go from there.  Most likely there is a project already listed similar to what you're planning for your own wedding.  After checking out some of the pictures and layouts, then determine the size of tent you'll need by referring to our seating capacity guide.  The most common things to keep in mind are:

1. Is the tent being used for dinner or ceremony, or both.

2. How many guests are you expecting at the most.

3. Are you having a head table platform, if so how many people for the head table.

4. Are you planning on having dance area and or DJ or band, how much room do you need for that.

5. Are you having the people serve themselves via a buffet line or is it being served by a caterer.

6. Allow room for all these things and add them up so you have a total square footage that you need.

Then refer to the square feet capacity for tents and that is your starting point.  After you determine what size of tent will fit adequately on your property, then you're ready to review the on-line price guide for budgeting.  If you follow these points, you will be well prepared for the next step which is to drop into our showroom so we can show you in person all the linens, dishes, and additional pictures of tent weddings that will really help you decide exactly what you want.  We can also give you some suggestions and hints of what works best for your own particular situation.

If you can, bring a printed copy of the price guide with you to make notes on and we can show you pictures of other recent parties we've supplied that is similar to what you want to do.  From there, it will all start to take shape and you'll see why we can only supply the basic info via the web page and specifics need to be conducted in person or via fax using a check list of exactly what you want.  Planning for a wedding can be very involved so please remember to review the price guide first, and have a look at the tent wedding section on our web page.  You will find that area to be very valuable for planning.  We hope to have a Wedding FAQ available some time in the future that will go into wedding planning more extensively.

Experience, professional equipment and knowledgeable staff is important.
We have been in the rental industry in Calgary since 1971 and renting party tents since 1978.  Since then, the entire event business of Ideal Rentals has grown to be one of the largest in Calgary for special events, weddings and corporate functions of all kinds.  We have the experience to know what we are talking about when it comes to doing small tent installations or large scale events where we are setting up sixty tents in one day (yes we do that a few times each year)  If you're question is not answered on this page, please call so that we can add the answer to this FAQ.  Most importantly, if you follow the above guidelines for any "tent event" that you are planning you will know the reason why and how we do certain things so that your event is safe and professionally installed by our knowledgeable staff.

After all that, your ready to enjoy another successful party supplied by Ideal Tent & Party Rentals.

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Ideal Tent & Party Rentals 840 26 Ave. SE, Calgary, Alberta, Canada, T2G 1R6 Ph. (403) 269-1919 Fax (403) 232-8569