5 Things to Consider When Renting a Tent for a New York Event

Hosting an outdoor event in New York requires careful planning, especially when it comes to renting a tent. The right tent can provide comfort, enhance aesthetics, and protect guests from unpredictable weather. Here are five key factors to keep in mind to ensure your event is a success.

1. Tents Typically Can Not Be Staked

Tents must be properly secured to prevent damage and injury, but staking is rarely allowed in NYC due to underground utilities and venue restrictions. The safest and most reliable alternative is cement ballast weights.

• Prevents shifting, collapse, or blowing over in strong winds.
• Meets most venue and city regulations where staking is prohibited.
• Helps ensure guest safety by reducing accident risks.
• Works on all surfaces including asphalt and concrete.

2. Weather & Seasonal Considerations

New York experiences a wide range of weather conditions throughout the year, so planning for the season is crucial.

For summer events, consider tents with proper ventilation and the option for fans or air conditioning to keep guests comfortable. A clear-top tent can provide a unique aesthetic but traps heat on sunny days.

Winter events require heated tents to ensure warmth. Sidewalls, flooring, and insulation can help retain heat and protect guests from cold winds.

Rain and wind can also impact your event. Make sure your rental tent is weather-resistant and properly secured. High-quality tents with sturdy anchoring systems can withstand strong winds and heavy rain, ensuring your event goes on smoothly.

3. Necessary Permits & Regulations

In almost every area of New York City, you will need a permit to set up a tent, especially for large-scale events. For tents over 400 square feet, you typically need an architect and expeditor to file permits with the NYC Department of Buildings.

FDNY Fire safety codes also require specific flame retardant tent materials with a NYC certificate, proper emergency exit signage, and fire extinguisher placements. If you plan to use heating or cooking equipment inside the tent, additional permits will be needed. Also, open flames are strickly prohibited in tents.

To avoid any last-minute complications, check with your venue and local government offices well in advance. Everything Entertainment may also assist in obtaining the necessary permits.

4. Tent Size & Guest Capacity

Another major consideration when renting a tent is its size. The tent must accommodate all guests comfortably while leaving room for seating, entertainment, catering, and walkways, plus have enough space to provide emergency egress when it is needed most... in an emergency.

Consider the type of seating arrangement you will have. A banquet-style setup requires more space per person than a theater-style seating arrangement. Additionally, you must account for other elements such as a dance floor, buffet tables, or a stage for live performances.

When in doubt, consult with a tent rental expert from Everything Entertainment to determine the ideal size for your event. A tent that is too small will make the space feel cramped, while a tent that is too large can feel empty and uninviting.

5. Additional Tent Accessories & Features

Beyond the basic structure, there are many additional features you can include to enhance the tent's functionality and aesthetics.

• Flooring: Luxury events often incorporate elevated flooring, carpets, or dance floors to create a polished, high-end atmosphere. When selecting a tent, consider what type of flooring will best complement the event theme and guest experience.
• Sidewalls: Sidewalls help block wind, rain, or excess sunlight, ensuring guest comfort. Clear and solid options are available depending on your needs.
• Lighting: Proper lighting creates ambiance and ensures visibility for evening events. Chandeliers, bistro string lights, uplighting, or twinkle lights can transform a simple tent into a magical setting.
• Climate Control: Depending on the season, you may need heating or cooling solutions inside the tent. Portable heaters, air conditioning units, and fans help maintain a comfortable temperature.
• Decor & Draping: Elegant fabric draping, custom branding, or floral arrangements can personalize the tent space and align it with your event's theme.

Plan Your Perfect Event Tent Rental

Need help choosing the right tent for your New York event? Our experts at Everything Entertainment can guide you through the process and provide top-quality rentals.