What you need to know before renting a party tent

For months, attorney Christine Lewis had a clear vision of her wedding to medical student Aaron Reiter.

Under sunny skies, guests would gather at her parents' farm in Bluemont, in Virginia horse country, and stroll to a hilltop with a view of the Blue Ridge Mountains to witness the exchange of vows. Then the 120 revelers would wend their way down to a stand of trees for cocktails and, as the sun set, enter a tent where dancers would twirl the night away after a seated dinner.

But as will happen on spring days, the forecast changed from sunshine to rain. "We had to move to plan B," said the bride-to-be, surveying an ominous sky and a newly erected catering tent five hours before the ceremony.

That same wet weekend, builder-developer Marc Weller and his wife, Eileen Fennessy Weller, had rented a tent for the backyard of their small Chevy Chase, Md., home to protect 60 relatives and friends celebrating the baptism of their younger son, Henry. But the steady rain that soaked their lawn forced a quick change.

"We decided to put one up in the brick driveway on the side of the house," he said. The surface was uneven, but it was still possible to put a bar and several small tables under cover. Some guests lingered there, while others stayed inside.

Such is the nature of nature. And such is the nature of the tent-rental industry, pitched on the very notion of responding to a change in the weather or a change of plans.

With temperatures warming and gardens in glorious flower, spring marks the annual surge in engagement parties, weddings, graduations, confirmations and communions in what for tent-rental firms is now a year-round enterprise.

Budget for extras

Often the reason for risking the elements and pitching a tent is more about sentiment, ambience or tradition than cost.

Tents themselves are relatively inexpensive. A simple tent to shelter 25 or 50 people can be had for well under $1,000. The price is closer to $2,500 to handle 130 guests.

But then come the extras: custom ceiling liners in white or a rainbow of hues; rigid vinyl tile or plywood subfloor; carpeting, from fake grass to real Oriental rugs; sidewalls that roll down to keep out rain; dance floors; raised stages; heaters or air conditioners; theatrical up-lighting affixed to side supports and chandeliers suspended overhead; floral arrangements along the walls.

As the crowd swells and accessories multiply, the tab can easily hit five figures. And that does not count the first centerpiece, canape or linen napkin.

"People think it's cheaper to get married at home and rent a tent, but it isn't," said Barbi Baker, a vice president of Sugarplum Tent Co. in Boyds, Md. "If you have a reception in a hotel, you don't have to worry about renting tables, chairs, dishes, linens, lighting, heating."

Although the tent-rental industry does not keep nationwide revenue figures, business is on the rise, say those in the trade.

"Over the past four or five years, people have become more aware of tents, using them as extensions of their homes," said Katie Harholdt, editor of InTents magazine, published by Industrial Fabrics Association International. "They are learning they can decorate with any kind of themes, only limited by their imagination and budget. They are not just interested in white wedding tents. They are definitely interested in colored tents, clear ceilings, tent liners with built-in twinkle lights."

Primer on rentals

There are two basic types of tents.

The self-supporting, metal-frame variety is good for smaller parties because it is limited to 40 feet in length. These work best on hard surfaces, such as decks and patios, where they cannot be staked into the ground, said Davis Richardson, owner of Sugarplum, which did the Lewis-Reiter wedding and the Weller lunch party.

Pole tents, which can support a structure as large as a hotel ballroom, are held in place with stakes driven into the ground; their structural tension is achieved using winches and straps, with center poles creating elegant peaks, he said.

Tips for renting

Renting a tent can be relatively painless if a few steps are followed, say those in the business:

• Ask friends for recommendations or ask the rental companies if they belong to a trade group such as the American Rental Association (www.ararental.org; click on "find a rental store").

• Reserve a tent as far in advance as possible.

• Be prepared to answer, and ask, lots of questions about interior and exterior conditions before receiving a final price quote:

Is the ground to be covered level or uneven? Is it in a low-lying area with poor drainage requiring a floor? Is the surface soft grass or a rigid deck or patio?

How many guests are coming, and how many does the host want per table? Will the meal be a buffet, and if so, how many serving stations are planned? Is a bar needed?

Are there enough bathrooms on site, or should a tasteful restroom trailer be added?

Will the tent company make last-minute changes? Will it provide workers to handle on-site crises? Is the company insured?

Forecasts can be off

Alas, these queries do not address the costly reality of renting a tent as an insurance policy and then having the weather turn out just fine.

Forget it, said Eileen Weller, several glorious days after her son's soggy party.

"You flip and flop and wonder, 'Well, what if it's nice outside?' But I think it's really important to have one. We had a tent for my older son's christening. It poured in the morning, but when it stopped, the grass under the tent was dry. It works out really well, regardless."