- 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.
- Add extra space for such things as a buffet table, bar area, stage, dance floor or whatever your situation may call for.
- Add all those numbers up for the total size needed.
- Find the tent that has close to (or slightly larger than) the square footage. Link to tents.
As a rule thumb, allot 10 sq. ft. per person for backyard, beer garden or festival use. We recommend 12 sq. ft. per person for events such as weddings, corporate openings or high-end sporting events.
Typical tented events scenarios and suggestions for tent type and size
|Event Description And Expected Attendance
||Suggested Tent(s) (measurements: feet)
|Stand up BBQ party in the backyard for 40 people
|Dinner for 80 people using 8′ banquet tables and you don’t mind a bit of a tight fit
|Wedding ceremony of about 90 to 100 people, seated in rows of chairs only
||30×30 or 34 hex
|Sit down wedding for 150 guests using 5′ round tables. 16’x16′ dance floor and room for buffet tables. You would also have room for a small DJ platform as well or head table riser.
||Jumbo Track 40×60 Hip or Gable end
|Corporate or building opening event for about 150-200 people, small stage at front, some buffet food tables, limited seating.
||Jumbo Track 30×50 Hip or Gable end
|Wedding ceremony for 200 to 300 guests, chairs in rows with quartet music ensemble. Bride would walk down the centre aisle with no obstructions or unsightly poles and there would be room enough at front for the wedding party.
||Jumbo Track 40×60 Hip or Gable end
Here are a few other important things to consider when planning to rent a tent for your party.
Allow a minimum of 5 ft. around the perimeter of the tent for setup. That means if you order a 20’x20′ size tent, for proper installation you should have a 30’x30′ area in which to install it. 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 there are any tree branches hanging down, power lines across the area or perhaps a fixture on your house that may interfere with the top of the tent.
20′, 30’ and 40’ wide Jumbo Track tents are another case where you have to allow enough room for guy lines and stakes. The tents themselves are 20′, 30’-40’ wide but then you have to add an additional 5′ 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 your sloping back yard where all the water drains from the house) 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, 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 installation crews arrive there.
For most installations we will have inspected the site prior to delivery.
Underground and overhead utilities are always important to watch out for when erecting a tent. More than a few times over the years we have arrived on a site to discover very large power lines overhead of where our customer wants their tents installed. Due to a code, that states we must be 7 meters from any power lines, we have had to move the tent to a safe location. Our actual company policy for this is not closer than 30 feet so anything less than that and our crews are instructed to phone the office and we will check with our customer before any work can proceed.
‘Call Before You Dig’ (1-800-474-6886 or cell 6886 or www.bconecall.ca) is a free service provided by the utility companies to locate any power, water or gas lines on your property. This is a great service and once completed we request a copy be forwarded to us prior to our installation crew going on location. They provide a “no conflict in work area” report. If there is a conflict then the appropriate course of action, which includes marking the utility lines or designating a setback that is safe, must be completed. Once you’ve booked your tent with us, it is usually a good idea to call ‘Call Before You Dig’ right away so that it is done as far ahead as possible.
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 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 are needed and we have ways of doing that within the limitations of a safe installation. 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.