FAQ: Frequently Asked Questions 

Wedding Tents

What size tent do I need for my wedding?

Plan 10 sq ft for each seated guest, then add the dance floor (6 sq ft for each guest dancing, usually about a third of your guests at once), about 100 sq ft for each bar and each buffet table, and room for a stage or head table. Use this as a starting point:

These sizes assume round tables for every guest, one bar and one buffet. Prices include installation and takedown. Try our tent size calculator, or tell us your plans and we’ll draw a floor plan that fits.

Should we choose a clear-top or a solid-top tent?

A clear-top tent shows the sky and the stars after sunset, so it’s the favourite for evening receptions. A solid white top gives full shade and rain cover at a lower price, and it’s the better choice for a hot afternoon.

What happens if it rains or gets cold?

Our frame and pole tents are waterproof. Majestic walls zip closed to block wind and rain and tie back like curtains when the weather is nice. For cooler evenings, add a forced-air propane or diesel heater to heat the tent. Patio heaters are for outside the tent only.

Do you have all-in-one wedding tent packages?

Yes. Our packages include the tent, tables, chairs and more for 50 guests or more, priced per guest:

• Memories: $36.95 to $39.95 per guest (solid top), with chairs, tables, tent walls, string lights, site inspection, delivery and installation
• Moments: $71.25 to $72.95 per guest, adding linens, a dance floor, dishes, glassware, a bar and setup of tables and chairs
• Milestones: $93.25 to $96.25 per guest, with Chiavari or crossback chairs, harvest tables, Edison lights, ceiling drapes and charger plates

The per-guest price goes down as your guest count goes up. Clear-top versions cost a little more.

How far ahead should we book a wedding tent?

Book 2 to 3 months ahead for a June to September wedding, because summer weekends fill up. A signed contract and a 30% deposit hold your date.

Can you visit our yard first?

Yes. For tented weddings within 20 km of our South Ajax showroom (Ajax, Pickering, Whitby and Oshawa), we’ll measure your space and make a floor plan for free.

See more on our wedding tent rentals page.

Tent Rentals

What size tent should I rent?

When inquiring about the size of the tent, consider the following factors:

• How many guests do you want to accommodate underneath the tent?
• What are the measurements of the space where the tent will be situated? 
• What else would you want inside the tent other than the guests (table and chairs)? Other products can include buffet/food tables, cake table, head table, dance floor, stage, bar, decor items, etc.

Once we know the answers to these questions, we can recommend the best size tent for your event. 

Are weights needed for my tent?

Weights are NOT needed if the tent is going on grass. If the tent is going on anything other than grass (such as asphalt, interlock, patio, deck, etc.) then cement weights are required to anchor the tent. If there is an important pipeline or septic tank underneath the surface, then weights are required as well. We use 350-400 Lbs. cement weights to anchor our tents.

Should I rent a tent for my backyard event?

Backyard events tend to be more private and intimate, whether it be weddings, birthday parties, special anniversaries or celebrations. We always tell our customers to be well prepared for anything to happen on the day of their event. That being said, a tent is always the best and safest option to go with. If the weather is rainy, windy or sunny, a tent can shelter your guests from all types of weather. Canadian weather is so unpredictable, so it’s always best to plan for the worst.

Is a permit required for my tent?

A permit is NOT required for tents that are 646 sq ft (60 m²) or smaller, such as a 20’x30’ tent, as long as the tent isn’t attached to a building and is at least 3 m from other structures. The limit counts all tents on your property together. For anything larger, a building permit is required and the city has a right to inspect. For most private events, the city will not inspect. However, for public events and large corporation events, a permit may be required. Contact us for the engineered drawings and the safety certificates, or see tent permits for everything we supply and our permit service. 

Can I setup my rental tent on my own?

Pop-up Tents:

Yes, you can pick up these and set them up yourself.

Frame Tents & Pole Tents:

Our frame tent and pole tent prices include installation and dismantle (not delivery). These styles of tents require our staff to build them on site to ensure a safe installation.

What services do you offer when I rent a tent for my event?

We understand how stressful it can be to plan an event. We provide site visits to measure and access the space you are working with and create a floor plan custom for your event. This ensures there are no surprises upon delivery and set-up of the tent and your event runs smoothly.

Do Tents come with accessories?

Tents do not come with any accessories such as walls, lights, draping etc.

Pickup & Delivery

When is delivery and pickup?

Our standard delivery is done a day before the event, Monday to Saturday, anytime between 8 am – 6 pm. Pickup is done the day after the event, anytime between 8 am – 6 pm. For Saturday events, pickup is usually on Monday. Our delivery team will contact you an hour before the delivery and pickup. 

How should i prepare for my rental pickup?

Before arriving, ensure that the trunk and back seats of your vehicle are emptied and folded down if possible, to make the loading process easier. We recommend bringing an additional person to assist with loading and unloading rental items. To prevent any damage to your vehicle, we also suggest bringing moving blankets and straps for secure transportation.

What is special time delivery?

Special time delivery is when we deliver and pickup on the same day as the event, and/or at a specific time and date. It’s quoted based on the timing you need and the items we’re setting up. There is an additional fee for special time delivery. The fee is dependent upon the location, and time (within work hours, or outside of work hours). Please give us an hour time window for special time deliveries (for example, 9 – 10 am for delivery, and 7 – 8 pm for pickup). 

When can I pick up and drop-off my rentals?

Customer pickup and drop-off are Monday to Friday, 10 am – 4 pm. When you choose Pickup at checkout, you pick your pickup and return dates and times. 

Rentals

How do I request a quote online?

The best way to place an order to get a quote is through our online store. Simply add the products you’d like to cart and press checkout. This will send our office a request with all the information we require to provide you with a quote. This DOES NOT mean your order is confirmed. We will send you a quote with details on how to confirm your order and reserve the products for your event. 

Can I modify my rental booking?

If you wish to add to your order please email us at info@jhpartyrentals.com with your request and we will get back to you next time we are in the office. If you’d like to cancel and/or reduce products please refer to our cancellation policy.

What is the cancellation policy?

A 30% deposit reserves your rentals. The deposit is non-refundable.

• Cancelling 14 or more days before your delivery or pickup date: you’ll receive a refund or store credit for anything you’ve paid beyond the 30% deposit.
• Cancelling less than 14 days before: no refund.
• Final counts are locked in 14 days before your event.
• Once your order is reserved, event dates can’t be transferred and items can’t be swapped.
• Late bookings: orders placed within 14 days of the event must be paid in full. Orders placed within 7 days are subject to availability and a 30% surcharge.

How and when do I pay?

• To book: a signed contract, a credit card authorization form and a 30% deposit reserve your rentals.
• Balance: the remaining 70% is due no later than 14 days before your delivery or pickup date.
• Ways to pay: cash, e-transfer to jhpartyrentals@outlook.com (put your contract number in the message), certified cheque, debit, or credit card (3% card fee).
• Late payment charge: balances not paid by the due date are charged 2% per month (24% per year) on the unpaid amount until paid in full. If the card on file is declined, please give us another payment method within 3 business days.

What size dance floor do I need for my event?

When deciding on the best size dance floor for your event, keep in mind these two things: number of guests attending and the size of the space. Remember, not all of your guests will be dancing at one time. Only around 30-50% of your guests will be dancing at one time. Let’s say for example you have 100 guests attending your event. 30% of 100 is 30 people, and 50% of 100 is 50 people. So, around 30 – 50 people max. will be dancing at one time. Each person requires around 6 sq.ft. for dancing. 

So, you multiply 30 (people dancing) x 6 (sq.ft.) = 180 sq.ft (total space needed)

So, the best way to measure the dance floor size is to allocate 6 sq.ft. per person on the dance floor. 

Will my rental items fit in my vehicle?

8 ft. Rectangular tables (wood) and wood round tables need a pickup truck or cargo van for transport. Our 48″ and 60″ plastic folding round tables fit in any vehicle.

The 8ft. Rectangular tables (wood) do not fold horizontally (in half). They only fold in from the legs. We recommend our 8 ft plastic fold-able tables if you don’t have a large vehicle.

Folding Chairs are stack-able and can easily fit in any vehicle if vehicle is empty and the seats fold down.

Stacking Chairs require more space as they don’t fold.

White Resin Chairs also require more space for transportation.