A 10-Step Guide on How To Rent a Tent

1. Come to Terms with Tenting Your Event

So you’ve booked your gorgeous outdoor venue in Austin (or maybe the Hill Country) and you are right in the middle of the event planning process. That’s great! But what are you going to do if it rains? Does the venue have adequate indoor space? If it doesn’t, you have to plan for rain. There isn’t another option. After all, what is worse? Spending a few extra dollars on reserving a tent or forcing your guests to sit in the rain?

The first thing you have to do when planning an outdoor event is simple: assume that it will rain on your event date. It’s amazing how much easier the planning process becomes when you manage your expectations. If you expect rain, you will not be disappointed on the day of your event. However, if you spend months of planning assuming it won’t rain then you are only setting yourself up for disappointment. Sure, there is a chance it won’t rain, but anyone familiar with Texas weather knows how unpredictable it can be.

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When preparing your event budget, make sure account for tenting. There is no easy way to put it: tents can be expensive. Even bare-bones, without accessories, a 200-person tent will cost at least $2,000, including delivery and. Luckily, Premiere Events has a very flexible tent reservation policy. Just ask your Event Consultant for more details.

Because tents are relatively complex, the process can become overwhelming. We have created this booklet to make tenting as easy and painless as possible. Just follow the 10 simple steps presented in this guide and you will be on your way to making great tenting decisions!

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2. Determine the Size of Your Tent

One of the most common requests we receive at Premiere Events is “Can I get a tent quote for [X] number of people?” Unfortunately, it’s not that simple. You must think about the following criteria when determining the size of your tent:

a. What is Going Under the Tent?

  1. Do you need tables and chairs for all of the guests?
  2. Will you need to stage under the tent for a band (or other entertainment)?
  3. Will you need to fit a dance floor under the tent?
  4. Will the bar and/or food stations need to be under the tent?
  5. What about the cake table, sign-in table, gift table, photo booth, ?

For an additional fee, an Event Consultant can build a CAD (computer-assisted diagram) to help you determine which size tent will best suit your event.

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b. Will the Tent Fit in Its Intended Space?

  1. Your Event Consultant will need exact measurements of the space to ensure that the tent will fit where you want it to go.
  2. If you are unsure of the dimensions of the tent space, an Event Consultant can perform a Site Inspection and measure the area for Additional fees apply, so please ask for details).

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c. Are There Any Overhead Obstacles?

  1. No hanging structures are allowed to touch the top of the Overhead obstacles include but are not limited to:
    1. Tree branches/limbs
    2. Low-hanging power lines
    3. Other overhead structures

3. Select a Tent Style

a. Festival Tent

  1. Festival Tents feature high, swooping peaks and tensioned fabric that provides a tight, clean Their center poles are suspended on cross cables which allow an absence of poles in the tent center. These tents are great for parties, concerts, school events and corporate activities.
  2. Festival Tents can be 10’, 15’ or 20’ wide and up to 40’ long.

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b. Frame Tent

  1. Frame tents are the traditional party tent There are no center poles in frame-style tents, and the frame is sturdy enough to support light-weight accessories.
  2. Frame Tents can be 10’, 15’, 20’, 30’ or 40’ wide and up to 100’
  3. Because of their scalloped perimeter, many customers opt out of using a Frame Tent.

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c. Structure Tent

  1. Structure Tents are engineered tents suitable for weddings, celebrations and all The tent top slides through a channel in an extruded aluminum frame, allowing for a tight fit. Structure Tents are much stronger than frame or festival style tents and can handle more weight for hanging accessories like lights, audio/video equipment and décor. They also have a higher wind rating. Structure Tents are Premiere Events’ most popular tent style.
  2. Structure Tents can be 20’, 30’, 40’ or 50’ wide and up to 120’
  3. Structure Tents have two different styles of tops:
    1. Hip End
      1. This design allows for two angled ends on the tent that leads up to the center peak/pole.

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2. Gable End

1. This design allows for two vertical ends on the tent. A benefit of the                                        Gable End Structure tents is that they can be butted up against other                                      tents or permanent structures easily.

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d.  Clear Span Structure Tent

  1. Clear Span Structure Tents are engineered to withstand greater wind ratings and can be much wider than the typical frame or lighter structure The structure consists of very heavy beams and must be staked at all times. This tent requires a forklift for installation.
  2. Installation of a Clear Span Structure Tent will take much longer than any other tent The eaves of the tent are 13 feet tall and the center point is 26 feet tall.
  3. The sizes of Clear Span Structure Tent are:
    1. 82’ X 82’
    2. 82’ X 98’
    3. 82’ X 115’
    4. 92’ X 131’
    5. 82’ X 147’

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e. Tidewater Tent

  1. The Tidewater Tent is a typical pole style tent with a The ends of this tent are round, not square. The tops are made of a translucent sail cloth. The tent poles are powder coated to have a wood style look. This beautiful tent is not recommended when it’s very hot out, as a greenhouse effect will be created under the tent. This tent has center poles and must be staked at all times.
  2. The sizes of Tidewater Tents are:
    1. 44’ X 43’
    2. 44’ X 83’
    3. 44’ X 63’

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4. Determine How to Secure the Tent

a. Stakes

  1. Stakes are included in the cost of the tent. Please note that the stakes are 3’ in length.
  2. Using stakes on grass or gravel requires that there are no underground obstacles (sprinkler/irrigation system, septic system, etc.)
  3. Premiere Events is not liable if any underground obstacles are struck by a stake.
  4. Call 1-800-DIG-TESS to determine location of underground obstacles.

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b. Barrels

  1. If tent is going on concrete or if stakes are not an option, water barrels may be used to secure the tent.
  2. The number of barrels required for each tent depends on the size of the The larger the tent, the more barrels are needed.
  3. Tent barrels are $5 each and spandex covers for the barrels are an additional $5 each.
  4. A high pressure water source (outdoor faucet and hose) must be on site to fill the barrels.
  5. If no water source is available on site, a water truck may be ordered through a separate vendor.

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c. Alternate Options

  1. Venues may have existing anchor bolts that the tent can be tied to
  2. There may be existing railing around the tent site that the tent can be tied to.

5. Choose the Right Top

a. White Top

  1. Almost every tent in Premiere’s inventory comes in a white top.
  2. This is the most commonly rented tent, as it aids in the protection against bright sunlight and heat in the warmer months.
  3. White tops are the more economical tent option.

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b. Clear Top

  1. Some, but not all, tents in Premiere’s inventory come with a clear top option.
  2. Clear top tents are most commonly rented in the winter months, as they can have a greenhouse effect in the warmer months.
  3. Clear tops are more costly.

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6. Select a Wall Style (When Heating or A/C Are Needed)

a. White Walls – $1 Per Linear Foot

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b.  Window Walls – $2 Per Linear Foot

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c. Clear Walls – $3 Per Linear Foot

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7. Select a Lighting Style

a. Basic Lighting Package

  1. Cost is $0.15 (White Light) or $0.18 (Colored Light) Per Square Foot of Tent
  2. Utilizes Par Can Lights

b. Festoon Lighting

  1. Cost is $75.00 Per 50’ Strand of Lighting
  2. 3 Ways of Installing:
    1. Run Around Inner Perimeter of Tent (Most Economical)
    2. Draped Across Ceiling (Mid-Range)
    3. Run Around Inner Perimeter and Draped Across Ceiling (Most Costly)

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8. Add Climate Control (If Necessary)

a.  Heaters

  1. Tent Heaters Cost $275.00 Each and Include propane
  2. One Tent Heater is Needed for Every 1,000 Square Feet of tent.
  3. Open-Flame Patio Heaters are NOT Permitted Under Tents.

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b. Fans

  1. Premiere Events Does Not Provide Air Conditioning
  2. Fans will help circulate air in a tent, but they are NOT the same as air conditioning.

9. Add Other Accessories

a. Pole Swag

  1. If you are not fond of the look of the metal poles supporting the tent, you may cover them with draping.
  2. Leg drapes can be provided in any color, but we regularly carry standard white 10ft tall leg drapes in inventory for last minute requests.

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b. Ceiling Treatment

  1. If you are not fond of seeing the frame of the tent on the ceiling, you may cover it in one of two ways:
    1. Draping
      1. Ceiling draping adds warmth, elegance and character to the ceiling, and is an affordable way of making a bold statement that your guests can’t help but notice. Premiere’s ceiling draping options include sails, waves, canopies, flowing vertical panels and more.

blog26               2. Tent Liner

1. A tent liner is a soft, billowy, white fabric lining that is installed in the                                    ceiling of your Tent liners bring style and texture to a plain, ordinary tent                              ceiling, and provide your guests the illusion of being in a permanent                                      structure. Tent liners also disguise the tent’s structural components and                                provide a sleek, finished look.

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10. Secure a Tent Permit

We know, we know. No one likes to deal with the City of Austin. But the City has mandated that all tents over 400 Square Feet installed within city limits require a permit. Premiere Events does not offer permitting services, but we are happy to provide guidance. The process has become rather simple over the past few years!

The City of Austin requires a three-week lead time for all permit applications, so be sure to apply once you book your tent! The City is notorious for changing policy on a whim so please check their most current permitting guidelines at http://www.austintexas.gov/department/austin-fire-department-special-events.

a. Fee

  1. The City of Austin charges a one-time fee of $188 for each tent permit (if you have multiple tents then each one will need its own permit).
  2. This fee secures the permit as well as an inspection of the tent once it is installed.
  3. Extra fees may apply if the inspection needs to take place outside of business hours or on a weekend.

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b. Process

  1. To apply for a permit, simply fill out a Tent Permit Application (which an Event Consultant will be happy to send you).
  2. With that Application, you will also need to send a diagram of the tent showing its placement on the property as well as the table/chair layout under the tent.

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Congratulations!

You’re All Set!

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ILEA’s Day of Education

ILEA’S Day of Education featured some great presentations by the leaders in today’s Event Industry. Taka Boom kicked off the day with an enthusiastic talk on how to become more innovative with every aspect of the event process.

We then heard from a panel of ILEA Texas leaders on how we can work together across Texas to produce amazing events. Ending the morning session was Clink Founder and President, Tanya Posavatz, CSEP, with a lesson on modern etiquette in business and life.

After a wonderful and tasty lunch, by Austin’s own Kurant Events, we heard from one of Austin’s Top DMC Owners, Cindy Lo, DMCP, of Red Velvet Events, as she described her top 5 Failure moments from starting her own business and what she has learned after 16 years in the industry.

The day ended with an inspiring presentation from one of entertainment’s most noted designers, Jim Hooker, who took us on a trip through some of his most noted events and how his out-of-the-box approach wowed audiences.

Check out some of the pictures from the day below taken by Andy Sams Photography!

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Participating vendors: AV Technical Support | Canyon View Event Center | The Cupcake Bar | ILEA Austin Chapter | Kurant Events | LL Hair & Makeup | Premiere Events | Rachael Hall Photography | Re:Life Films | Red Velvet Events | Renaissance Hotels | Texas Blooms | Uptown Valet & Transportation | The Zella Company

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Trend watch: the translucent touch

We love seeing what trends unfold every year in the wedding and events industry. This year, we are quite excited about one in particular…. the translucent touch. Recently, couples have been moving toward translucent wedding decor and we couldn’t be any more on board.

Wondering how you could include this trend into your wedding? We’ve got some ideas for you. Check a few out below and follow us on Pinterest for even more!

TABLES 

Acrylic-Table-e1499969917398LUCITE-CUBE-2Lucite-Grecian-End-TableLUCITE-TABLE

CHAIRS

WildOnion2.22.17-27-e1497459819633sophieeptonphotographydriskillplannerluncheon-19-e1497458238729GHOST-CHAIRS-2Ghost_bar_stools1

TENTS

IMG_6802-670x430IMG_6801-600x430IMG_6800-1-628x430

CHINA

Glass-Beaded-Chargers-e1499961541162Clear-Glass-e1499897097788

CAKE AND PASTRY DISPLAY

AWS2017-34-e1506710858665

FLORAL DISPLAY

Clear_Lucite_pedestals1-375x465

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Lady in Red

Last week, Premiere Events and Premiere Select teamed up to throw a client appreciation party for our clients. We asked that attendees dress in red cocktail attire. The event was held at Westwood Country Club. The room was dressed in white and gray with accents of red in the lighting and some of the decor. We had a photo area set up for guests to pose and take pictures, and we must say the photos turned out amazingly!

We so appreciate everyone who came out for the celebration, but more importantly, we appreciate our event holders that give us the opportunity to be a part of such special occasions. We couldn’t do what we do without each of you choosing Premiere.

A special thanks to our team of vendors who pulled together and made this a night to remember as well! The Flower Studio | Austin Event Lighting | Rachael Hall Photography | Lisa Hause Photography | Westwood Country Club

Check out some of the photos from the set up, taken by Rachael Hall Photography. Team photo by Lisa Hause Photography.

lisahause_18012LHG_057Lady in Red-1874Lady in Red-1893Lady in Red-1946Lady in Red-2012Lady in Red-2048Lady in Red-2229

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New Product Alert!

In case you missed it, because we know how busy your 2017 was… Premiere got some new products and we want to be sure you know about them for 2018! Check out some of our newest additions below:

(For a full list of our products please visit our website, premiereeventsonline.com)

Furniture and decor:

8-HEDGE-WALL

Tall Boxwood Hedge, also available in a smaller size

 

Tabletop:

Pink-Olivia

Pink Olivia, other colors available

 

Bars and bar backs:

Cottage-Bar

Cottage Bar

Traditions-Bar

White Traditions Bar

 

 

Tables and chairs:

Mahogany-Davinci-Chair

Mahogany Da Vinci Chair

Triomphe-Chair-1

Triomphe Chair

 

Linens:

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Annual Linen Special

Well, folks, it’s that time of year again! The Bridal Extravaganza has come and gone, which means Premiere’s annual linen special has begun!

Here’s what you need to know…

We are offering 10% off of our basic linens, 20% off of our premium linens and 50% off our elegance linens.

Is it just table linens?

Great question! It is not. You will also receive discounts on our overlays, napkins, table runners and chair ties. The percentage off aligns with what linen category in which the item falls.

How long does the special run?

The special goes from today (01/08) until Saturday 01/27 at exactly 2pm (when we close).

Here’s what you can expect if you book your linen rental during the special….

*BIG savings, so go you!

*Be prepared to pay your linen rental balance IN FULL at the time of booking. You must do this in order to take advantage of the discount.

*Know exactly what you want. Once you book your linen special linens, you cannot go back and change them in ANY WAY. Meaning, no reducing or altering sizes, colors or fabrics. Once you book your linen special rental order, it is final and cannot be changed in any way.

Here is what IS NOT covered in the special….

*Special order linens that Premiere does not have in linen inventory.

*Linens that are out of stock or already booked for another event.

*Any other rentals that are not overlays, table linens, chair ties, napkins or table runners.

How can you book your linen special rental order?

*Stop by any one of our three showroom locations (north, south or Dripping Springs).

*Call any one of our showrooms!

*If you are already corresponding with an event rental consultant, you may place your linen special order with them via email

*Submit an online cart with the linens you are looking for! You will receive a quote back reflecting the linen special pricing! Be sure to book before the sale ends, however, or you will lose out on the savings!

Once the special is over…

*All additional linens added onto an order will be at full rental price.

 

Feel free to peruse our website for your perfect linen or just to start gathering inspiration: https://premiereeventsonline.com/linens/

We’re so looking forward to helping you save money on your upcoming event!

 

 

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Engaged? Here’s your wedding planning timeline.

Did you get engaged over the holidays? If so, we want to be one of the many in saying CONGRATULATIONS! What an exciting time for you and your partner. Once the engagement bliss wears off a bit (if that’s even possible), you may start to think “Oh crap, I actually have to plan a wedding!”

If you shared your news with anyone, you likely have heard all of the same questions, “how’d he/she do it?” or “when’s the date?” or even “what are your colors?” After you first get engaged these questions seem so far off, but once the holidays have come and gone, you may begin to see yourself considering these.

Not sure where you should start with getting some of these things figured out? We’re here to help. Here’s a timeline you can refer to when trying to figure out the order of things and what needs to be done when.

First and foremost, enjoy the engagement. Take time to really be in engaged bliss. After that, get down and ready to start planning your dream day!

12 months (or more) out you will want to sit down and consider a date (or if not an exact date, a time of year). You also need to talk about and get your budget squared away. You will want to decide if you are hiring a wedding planner or not. If you are are, will you be hiring someone who will be there throughout the entire process or someone that will be there closer to the big day? Start doing your research and interviewing prospects.

Once you have these decided the next things to consider will be venue. Decide beforehand if you want something indoor, outdoor or with a mix of both. If you opt for a strictly outdoor venue, come up with your plan B right away. You don’t want to be left without a plan if bad weather is in the forecast.

Other fun things to do around this time will be to have an engagement party, pick your wedding party (if you’re having one) and start discussing your wedding guests (how many people you are comfortable with/the venue allows).

8-10 months out you will want to start making your wedding website. Include anything and everything you want your guests to know about your big day.

You will also want to start  thinking about your wedding attire. Assemble the squad and go try some dresses on! Remember, you want to give yourself plenty of time to find something, order it and have it shipped and then have it altered. Have your honey start thinking about their outfit as well. You two will be the center of attention, so give plenty of time to pick things out, purchase them, size them and make sure they’re as FAB as you want them to be.

Research and book your florist, caterer, hotel block, photographer/videographer, DJ or band.

Another thing you will want to do (which will be a ton of fun for you and your S.O)? Register for gifts!

6-8 months it’s time for save the dates! Unless you are having a destination wedding, then you might consider sending these a bit earlier to make travel plans easier for your guests.

You will also want to start having your bridesmaids and groomsmen trying on and picking out their wedding attire. Your groomsmen can probably wait until 2-3 months out for this, if you want, but be sure to start picking something out for them.

Going on a honeymoon right after the wedding? Start booking this if so.

Other things you’ll want to do? Book your rentals at Premiere Events 🙂 and start researching your hair and makeup person. If you’re doing bridal portraits, you can arrange to have your trial the same day as your shoot so that you’re all done up for those!

4-6 months out means it’s time to go pick out your bling! Get you and your honey your wedding rings.

It’s also time to order your invitations and start researching and booking your cake (or cupcake) vendor– one of our favs because who doesn’t love to eat cake?

Start researching alterations if your bridal saloon doesn’t have one they use in house or one they recommend. Book your appointments with them depending on their availability and when they recommend you get everything done.

You’ll also want to start thinking about your bar (if you’re having one) and who will be handling that. Ask your caterer and venue if this is a service they’ll provide.

3 months out is the perfect time to research and book your wedding transportation, if you are providing any. Word to the wise, at least have a car arranged for you and your S.O.

2 months out, mail those invitations! You should also start considering what you want to say in your vows, if you are writing your own.

1 month out you’ll want to follow up with the wedding party to make sure they all have their outfits and that they are altered (or being altered).

You will also likely be having your final dress fitting. You’ll want to make sure you have someone there with you for this that will also be there on your wedding day so that they can learn how to lace up and/or bustle the gown.

Grab your honey and go get you a marriage license!

2 weeks out follow up with guest who haven’t RSVP’d and get a final guest count. You’ll want to submit your final numbers to your venue, rental provider, caterer(s) and bar service.  Don’t forget to keep your vendors in mind for food! Think photographer, videographer, bartender(s), etc.

Sit down with your photographer and chat about your “shot list” so that things run smoothly the day of. These are shots that you can’t live without (or won’t live down if Aunt Carol doesn’t get).

You’ll also want to sit down with your DJ to be sure your song list is good to go.

1 week out- if you haven’t already, you’ll want to plan your seating chart for the reception. Make sure you submit that to your day-of coordinator, if you have one, so that place settings are correct for the big day.

Confirm all details and final payments have been made with your vendors (load in times, load out times, rentals they need, etc.).

1 day out is (likely) your rehearsal! Yay, you’ve almost made it! This is when you will run through *almost* everything to be sure that you, your S.O., your officiant and your wedding party are all set for the real deal.

0 days out IT IS YOUR WEDDING DAY! All you need to do today is soak it in, try not to be too nervous, and let someone else handle anything that might crop up. Trust us, you don’t need anything extra on your plate. After that, walk down that aisle, marry your best friend and have the best night ever!

After the wedding, you’ll be in absolute wedded bliss. If you are going on a honeymoon, enjoy that and soak it in!

Once you are back, you’ll want to do a few things though. One of the most important? Review your vendors!

You’ll also want to send thank you notes and begin the process of changing your name, if you are doing that.

This is, of course, a loose guideline that will help you throughout the process, however, we realize that each wedding and each couple is different so not everything will apply (or there may be things you need to do that aren’t on here).

Good luck, and enjoy every second of it!

 

Need help finding wedding vendors? We’re always happen to give recommendations but you can also go to WeddingWire.com, TheKnot.com or BridesofAustin.com to find lists of local wedding pros.

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