• Everything You Need to Know About Tenting Your Event

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    Chase Canopy
    My brother and I were initially cabinet makers by trade. while still working at cabinet shops during the day, we built our first 20 x 20 tent for a neighborhood party in a one-car garage that belonged to our grandmother. When the party was over, a friend needed a tent and rented it from us. The rest is history.
    Chase Canopy

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    Ask our experts

    What size tent will I need for my event?

    The tent size that will best accommodate your guests depends on many factors. If your event is a sit-down dinner or a stand-up cocktail party, the tent size for these different events will vary dramatically. What goes underneath the tent – guest tables, chairs, caterer tables, dance floor, band area – will determine its size.

    Most importantly, the space you have available for the tent and its required staking will ultimately determine tent size. We suggest a complimentary site inspection to survey the area in which you would like to hold your event. Please contact us so that we may assist you in determining the right size tent for your function and location. For a general idea see our Wedding Example.

    Is it safe to erect a tent near an ocean, lake or pond?

    Very exposed locations can be subject to high winds that can impact your event. Chase Canopy has tented many locations where high winds have been a factor. While our equipment is of the highest quality and built to withstand strong winds, there are limits to what can be done. To ensure that your event is a safe and fun time for all, Chase Canopy reserves the right not to install equipment in conditions that the management deems unsafe. We strongly recommend a complimentary site inspection  to determine the level of safety in your high wind area.

    What should I know about the surface area above and ground below my tent site?

    While a perfectly flat grassy area may be the ideal site, we are quite capable of tenting many surfaces including: concrete, asphalt, roof-tops, decks, sand and any other type of surface

    Do you have an area that isn’t quite level? Anything is possible! Check out our catalog under flooring for examples and request a free site inspection determine how we can make your area perfectly level. If the area is grassy, find out if there have been any puddle problems after heavy rains – water may collect under your tent.

    The most important thing to concern yourself with is underground wires, pipes and sprinkler systems. We highly recommend consulting with the building caretaker or referring to private home blueprints to make a determination. Massachusetts Law requires a ground inspection prior to tent staking. A free service called DIG SAFE will fully inspect business grounds and curbside to your private home. However, they must be contacted at least one week in advance. The number is: 1-800-DIG-SAFE, or visit them on the web at www.digsafe.com You also need to consider overhead branches and power lines as well. Tree branches can be trimmed, power lines cannot.

    What should I know about parking and direct access for my event team?

    In planning a large event, there can be up to 20 cars and trucks for set-up, not including your guests’ vehicles that will require parking. You may want to consider hiring parking attendants and/or a police officer to manage traffic flow. This will work in your favor. Your caterer, band, bar staff and our delivery trucks will need direct access to your site. Getting as close as possible to the tent location is essential. If access is restricted, additional charges may apply.

    What happens at a site inspection? Am I obligated to rent something?

    Setting up a free site inspection is very simple. Choose a date and convenient time to meet at the site location and contact us. We generally conduct inspections between 10 am and 3 pm.  Monday thru Friday. However, special arrangements can be made.

    A professional will meet with you to discuss your event, measure the area to determine a suitable tent size, provide you with a brochure and answer any questions you may have. Upon request, your event can be demonstrated to you with CAD (Computer Aided Design) and a slideshow of our rental catalog. Please allow three business days for site inspection follow-up. We are always excited to offer our unique services and if, for any reason, you choose not to rent with us, you will never be billed for services rendered.

    Do I need a permit for my tent?

    Essentially, a tent is a temporary building. In many cases, town permits are required to erect a tent. A visit to your town’s building department with flame certificates, supplied by us, and a small permit fee will ensure a safe and hassle free event. Fees range from $5 to $100. Charges apply if you would prefer that we handle this detail.

    Do you provide power, water and toilet facilities?

    Unfortunately, we do not provide power, water or toilet facilities. These are the sole responsibility of the client. However, by contacting us, we can recommend companies that we work closely with to provide you with all of your needs. If your event site is a rental location, check to see if there are any restrictions on the use of the property. Some areas have curfews. Also, to avoid high grass and unexpected showers, check to see who is responsible for mowing the lawn and turning off the sprinkler systems. (It has happened).

    If I change my contract at the last minute or cancel an item on it, what are your policies?

    Generally, we allow items to be added to your contract upon availability and up until the time of delivery. Additional charges will apply for labor and second trips to your event. If you cancel an item or do not use an item prior to or during your event, our policy states that the 50% deposit made on the initial contract and items added are non-refundable. At the time of delivery and installation, you should be present to inspect all rental equipment. However, if you experience problems or defects with any of our rental products during your event, please contact us immediately and we will replace the item or rectify the problem at no cost. Please see our rental policies for further details.

    Am I responsible for security?

    We highly recommend that you make the necessary accommodations for security of all rental equipment. Retail price charges will apply for stolen or missing equipment.

    April 04, 2014