Tent rental businesses supply and install frame tents, pole tents, and clearspan structures for weddings, graduations, corporate events, festivals, and backyard parties. Invoices usually cover the tent itself, installation and takedown labor, add-ons like sidewalls, flooring, lighting, and heating, plus delivery and any permit or site fees.
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Most tent companies price by tent size and type, with a base rental price that includes delivery, setup, and takedown within a set radius. Pricing is typically a flat fee per tent for a standard weekend rental, with add-ons priced per item or per linear or square foot (sidewalls, flooring, liners). Large or complex jobs are quoted individually. Other charges include extra delivery miles, weekday or after-hours labor, stake versus ballast installation, site surveys, generator or utility locating, and cleaning or damage fees. Many companies take a deposit to hold the date, then collect the balance before or on the event day. Rental periods are usually one day or one weekend, with extra days billed at a fraction of the base rate.
| Service | Priced | Typical range |
|---|---|---|
| 20x20 frame tent, installed | flat fee | $350-700 |
| 20x30 or 20x40 pole or frame tent, installed | flat fee | $600-1,400 |
| 40x60 or larger clearspan or pole tent, installed | flat fee | $2,000-5,500 |
| Sidewalls (solid or window) | per linear foot | $1.50-4 |
| Tent flooring (subfloor or interlocking) | per sq ft | $2-5 |
| Lighting (string, chandelier, or uplighting) | per fixture or per package | $25-600 |
| Portable heater or AC unit | per unit per event | $150-500 |
| Extra delivery beyond included radius | per mile | $2-4 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 20x40 frame tent, installation and takedown (Saturday event) | 1 flat fee | $1,100.00 | $1,100.00 |
| Clear sidewalls, 80 linear ft | 80 linear ft | $2.50 | $200.00 |
| Interlocking tent flooring, 800 sq ft | 800 sq ft | $3.00 | $2,400.00 |
| String lighting package | 1 package | $275.00 | $275.00 |
| Propane heater | 2 unit | $175.00 | $350.00 |
| Delivery beyond 25-mile radius | 18 miles | $3.00 | $54.00 |
| Total | $4,379.00 | ||
Notes: Deposit of 50% received to reserve date. Balance due 7 days before the event. Tent to remain set until Sunday 6 PM takedown. Customer is responsible for damage beyond normal wear and for contacting utility locators before staking. Weather-related cancellations within 48 hours are subject to a 25% restocking charge.
Rental periods are time-sensitive and this settles disputes if a client wants the tent to stay longer or setup was delayed.
Clients often compare tents between vendors, and listing exact dimensions avoids disagreements about what was ordered.
Grass, asphalt, and patio installs are priced differently (stakes versus ballast), and the surface affects liability for any damage.
Sidewalls, flooring, lighting, heaters, and tables each carry their own price and are the most common line items clients question.
Shows how any distance fees were calculated beyond your included service radius.
Makes it clear what has been paid, what remains, and when, particularly when a deposit held the date months earlier.
Local permits or fire marshal inspections are often required for larger tents, and listing them separately shows these are pass-through costs.
Tent rental companies typically take a deposit of 25-50% at booking to hold the date, with the balance due 7 to 14 days before the event or on delivery. For smaller backyard rentals, payment in full at booking is common. Many businesses accept credit cards, ACH, and checks, and some add a card processing fee. Cancellation and weather policies are usually spelled out on the contract and invoice, such as keeping the deposit if the client cancels inside a certain window. Late fees of 1.5% per month are common on commercial accounts billed net 15 or net 30. Damage or cleaning charges are billed after takedown with photos if needed.
Once a tent is up, you have little leverage to get paid. Require the balance before delivery or on setup day, and put it in writing at booking.
Show the deposit as a credit line on the final invoice so the client sees the full total, the amount already paid, and the amount owed.
Clients often add sidewalls, heaters, or extra flooring in the final week. Update the invoice immediately so there are no surprises on event day.
Take photos at delivery and takedown. If you charge for rips, stains, or extra cleanup, attach them so the charge is hard to dispute.
Wind, rain, and storms can change or cancel events. Stating your policy on the invoice as well as the contract reduces arguments about deposit refunds.
Yes. Most tent companies take 25-50% to hold the date since tents and crews can't be rebooked easily. Many make the deposit non-refundable or partly refundable depending on how close the cancellation is to the event.
In many states, rentals of tangible property are taxable, and installation labor may or may not be. Rules vary, so check with your state revenue department or an accountant, and show tax as a separate line on the invoice.
Include one day or one weekend in the base price and bill extra days at a set percentage of the base rate, often 25-50% per additional day. List the dates on the invoice so the extra days are clear.
You can if your contract says so. Many companies keep the deposit or charge a restocking or labor fee if crews have already been scheduled or the tent is delivered. Put the policy in your agreement and on the invoice.
List permit fees, fire marshal inspections, or utility locate costs as separate line items at cost, with a small handling fee if you do the legwork. This keeps your tent pricing clean and shows what is a pass-through charge.
Send a Tent Rental estimate for approval, then turn it into an invoice when the work is done.
Tent Rental estimate template