Planning an outdoor party?

Outdoor parties are a great way to accommodate large numbers of guests that you couldn’t otherwise handle using the indoors of your home only. Neighbourhood barbeques, backyard weddings, birthday parties, baby showers are just a few reasons to plan an event!

What if it rains?

Remember, you cannot control the weather! Summers can be unpredictable and your planning needs to include an inclement weather plan and a perfect weather plan.

All outdoor planning should include a canopy or tent to accommodate your guests.

Be comfortable with both plans in your mind, that way, when the day comes, you have anticipated you and your guests needs, and you won’t be disappointed!

How much space do I need for my guests under a tent?

There are many different scenarios of what you will plan to do under your tent….

A wedding ceremony, a seated dinner, dancing reception, a band up on a stage for entertainment. You will have to decide what can go under the tent, and what can be accommodated elsewhere in the backyard, garage, patio or inside the home.

Perth Manor, Perth, ON

Industry estimates for space allowance are as follows:

Theatre seating (chairs in rows) 6 square feet per person, not including aisles

Banquet seating – rectangular tables (of 8-10 guests per table) 8-10 square feet per person

60" Round tables (of 6 – 8 guests per table) 10 – 12 square feet per person

Cocktail parties & Receptions

*all standing 6 – 10 square feet per person

*some seated 8 – 15 square feet per person

Additional allowances

Dance area 4 –5 square feet per person

Beverage area 100 square feet

Buffet area (per 8 ft table) 100 square feet

Entertainment 100 square feet

Can you help me figure out my needs for my function?

Absolutely! We are happy to meet with you at your location or one of our stores to determine your tenting and other rental requirements. We can provide you with a "PartyCad" layout of your function under tents to help you get a visual and to determine your set-up.

Our Carleton Place location has a Party Show room that shows many of our tables, linens and accessories. The outer stores only have a limited display, call ahead if you are planning on visiting our CP showroom, and we will ensure our Special Event Coordinator is there to meet you and answer your questions!

Do you have any restrictions on putting up tents?

If your function is on a Saturday, we plan on putting up your tent on Thursday. We cannot put up a tent in high wind or heavy rain. If this is the case, we use the next day, Friday, as the buffer day, to allow us to be ready before your function.

We are closed on Sunday, tents will be taken down on the Monday following your weekend event, Tuesday, in inclement weather. You are billed ‘per event’ only, so take advantage of that and have a Sunday brunch too!

Tents are pegged into the ground 16" at each pole. A homeowner needs to be home when we install, and we will discuss with you beforehand where your septic tank, septic bed, gas lines, water lines, irrigation systems, or bedrock is on your property, as these are things we need to be aware of when we set up a tent. Bedrock is manageable if we know in advance, we will bring a drill (charges may apply), and certain areas of Lanark County are known for bedrock!

Also remember to look up – hydro wires, phone wires, low tree branches also need to be avoided.

Our tents travel in a cube van with trailer, we will require close access of these vehicles to your tent site.

If a tent is being put up in a public place (ie. Park or fairgrounds), you are responsible for the security of it from the time we install until the time we remove it.

How much damage will there be to my grass?

Nothing that a good rainfall and a couple of mows won’t fix. Tent pegs leave small holes, people and tables will leave the area ‘well – trod’, but nothing that isn’t reversible in the warm summer months!

What if I want to put up a tent on asphalt?

Please call us if this is your specific need and we can discuss different options.

What are your canopies?

Canopies are available in 10x10 or 10x20 size. They are great for putting up over food tables, for shade in the afternoon, or shelter on the side of a soccer field! They are a pop-up style and can easily be put up yourself with the assistance of one other person.

What size of tents do you have?

Our 20x20 tents and Hexagonal tents require installation by our tent team, and pricing includes the actual installation. (Delivery to your location is extra)

Hexagonal tents are six sided, and measure 35 x40ft, for an overall square footage of 1050.

Our tents are ‘modular’ in design, meaning they can attach together to suit your spacing requirements.

You are welcome to contact us and we can give you more detailed information and help you with your tent planning.

If you are looking for a larger tent, we can easily source those for you also.

Hexagonal Tent, Herbfest, Almonte, ON

How much time in advance must I reserve my tent?

The sooner the better. If you are planning a wedding for next summer, you need to be booking your tent as soon as possible (6 months ahead). We work on availability - first come, first serve. Tents are the main thing you need, other items such as tables and chairs can wait, but tents can be critical, so you should reserve them many months ahead of time. (see our special event policy)

How much time in advance do I need to reserve my party goods order?

Again, the sooner the better. We can make a reservation for you based on your estimates and requirements. Closer to your function date, (when you get reply cards back or have confirmations), you can adjust your quantities accordingly (based on our availability), up until one week prior to your function. Please see our Special Events Policy.

Last minute orders?

Not to worry, if we have the inventory available it is yours to have, whether one hour from the time you ask or one day!

What else can you supply me with?

Tables, chairs, linens, china & cutlery, serving dishware, glassware, portable bar,

Dancefloor, staging, lighting, portable toilets, carpet runners, podiums, centrepieces…. And much more!

Private Function at the Historical Mississippi Valley Textile Museum, Almonte, ON

What about decorations?

Yes, we have a variety of those too.

Artificial trees with twinkle lights, wishing mailbox, 6ft candelabras, snifters for floating candles or flowers, centrepiece mirrors, bud vases and more… all those things that you wouldn’t know what to do with 20 of them after your event! Rent them instead!

Do you deliver?

Yes we do. We will deliver to your location from our closest store location – Carleton Place, Perth, Smiths Falls or Stittsville. Delivery charges apply, please provide us with your event address and we will quote for you.

Pick up of party goods can also be arranged to be picked up at the store nearest you.

What is the best way to reach you to get more information or request a quotation?

Our Special Event Co-ordinator works primarily out of our Carleton Place location, you are welcome to call directly at 613-257-1669 x225, or email to events@rentalvillage.ca

Special Event Rentals

General Information, Terms & Conditions

1) All Special Event orders require a 25% non-refundable deposit at the time of reservation. This deposit is applied to your total rental, however, should you cancel your order, it is not refundable.

2) There is a damage waiver available on all orders as an 8% charge. This protects you against accidental breakage while items are in your posession, provided the broken pieces are returned with your order. It is non-refundable.

3) Damage due to carelessness is not covered by damage waiver. This would include, but is not limited to, linens which become moldy due to improper storage while wet. Torn or cut linens due to improper use of staples or pins. Damage to items caused by sparklers, candles, cigarettes, etc.

4) Changes to your reservation are permitted up to 5 days in advance of your order. After the 5 days it is assumed you are committed to the items and amounts we have on record.

5) Set up and tear down are available upon request. However, this is an additional charge and MUST be pre-arranged.

6) Customers are strongly encouraged to check over their reservation in advance. It is your responsibility to ensure you receive a copy of your reservation. For your convenience, when you place an order by telephone, we can fax or email a copy of your reservation to you.

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Joined tents - Hexagonal and 20x20 tents