The fun part of planning an event, such as the decorating, catering, and partying, happen after the hard work is done. And part of the hard work is ordering a tent rental and planning the logistics of your big event.

Fortunately, working with a tent rental company can lighten some of the load. Companies that specialize in rental tents have the experience to tell you exactly what you need for the size and purpose of your event tent.

However, you will need to pull together some numbers to help the tent rental service make its recommendations. Here are four numbers to know when renting an event tent:

Date of the Event

Knowing the date of the event will help in a few ways. First, the rental company must reserve an event tent from its available tent rentals. During more popular times of the year, rental tents may be difficult to find.

For example, 78% of weddings take place during the summer and early fall, with June, September, and October being the most popular months for weddings. If your event falls within these three months, you may want to reserve your tent rental as far in advance as possible.

Second, the rental company will need to know the date of your event to determine whether your rental tent will need environmental control systems. Tent rentals can be outfitted with heating systems during cold months and cooling systems during hot months. These systems keep your guests comfortable regardless of the date of your event. However, the rental company will need to know your event date so it can arrange for an HVAC system for your tent rental if necessary.

Time of Day

In addition to the date of your event, a tent rental company will need to know the time of day for your event. This will allow the rental company to arrange for the delivery of the event tent and schedule employees to set up the tent.

Moreover, the tent rental company may offer electrical systems, such as lighting, for nighttime events. Knowing in advance that the event is scheduled to run into the evening or night will ensure that the tent rental company has an electrical system set aside for the event tent.

Number of Guests

One of the key factors in determining the size of the event tent is the number of guests that you expect at your event. Clearly, the size of the tent needed will increase as the number of guests increases. However, the number of guests may be flexible based on the function of the tent.

For example, if the tent exists solely to provide shade for guests at a pool party, not every guest will be under the tent at once. Conversely, if the tent is intended to host a wedding ceremony, the majority of guests will be under the tent during the ceremony itself.

The setup of the tent will also be a factor in determining the size of tent needed. If you are serving a meal, you will need to include the dimensions of the tables you choose as well as the number of people that will be seated at each one when calculating the amount of space you need. For example, you may estimate 12 square feet per person when using round tables and 10 square feet per person when using rectangular tables to accommodate the tables, chairs, and guests.

Space Available

The tent rental company will need to know the size and shape of the space available to deliver and set up the tent so that it can recommend an event tent and configuration to meet your needs. If your event tent is to be set up in a park with good access roads and wide-open spaces, the tent rental company has more flexibility in the tents and tent shapes that it can offer. On the other hand, if the tent is to be set up in a 400 square foot backyard with only a narrow side yard to get in and out, the tent rental company may be more limited in the size and shapes of tents it can offer.

With a little bit of help from you, tent rental companies can help you choose an event tent. Search for "tent rentals Reading PA" for your next event to get in contact with Tents For Rent today.