Before you sign anything, ask your tentage rental company these ten questions: what’s included, who handles permits, what happens in bad weather, and what their setup timeline looks like. These questions separate suppliers who’ll show up prepared from ones who’ll leave you scrambling on setup day. Ask them upfront, in writing, before you pay a deposit.
What questions should you ask before booking tentage?
- What exactly is included in the quote? Confirm whether tables, chairs, lighting, and flooring are bundled or charged separately — vague quotes are the top source of billing disputes we see.
- Who is responsible for permit applications? Some suppliers assist with town council or NParks paperwork; others expect you to handle it entirely yourself.
- What’s your wet-weather policy? Ask specifically whether sidewalls are included by default or cost extra, and what happens if you need them added last-minute.
- How many hours before the event does setup start? A 200-pax event typically needs 4-6 hours; anything larger may need setup the day before.
- How many crew will be on-site for setup and teardown? A larger crew usually means a faster, more controlled setup, especially for tight void deck access.
- What happens if my pax count changes closer to the date? Ask how late you can adjust tent size without a rebooking fee.
- Do you carry insurance for the structure? Reputable suppliers should be able to confirm this without hesitation.
- What’s your cancellation and postponement policy? Get the deposit and refund terms in writing before booking — see our full guide on deposit, cancellation and postponement terms.
- Can you provide photos of a similar past setup? This tells you more about real quality than a glossy brochure image.
- Who do I call on the day if something goes wrong? Get a direct mobile number for the crew lead, not just a general office line.
Why does asking about permits matter so much?
The most common mistake we see on setup day is a client assuming the tentage company handled the town council permit, when in fact the supplier assumed the client had it covered. Nobody applied. Get this in writing at quotation stage, not verbally, so there’s no ambiguity about who’s responsible for what.
How do you spot a red flag during the quoting process?
Watch for vague answers to direct questions, reluctance to put terms in writing, or a quote with no breakdown of what’s included. A supplier who can’t tell you their crew size or setup timeline for your event size hasn’t scoped your job properly — read more on red flags when choosing a tentage supplier.
Pricing far below every other quote you’ve received is also worth questioning. It usually means older stock, a smaller crew, or corners cut on setup time.
What should a good quote include?
| Quote element | Why it matters |
|---|---|
| Itemised pricing (tent, tables, chairs, add-ons) | Avoids surprise charges later |
| Setup and teardown timing | Confirms crew will be done before your event starts |
| Wet-weather provisions | Shows whether sidewalls are included or optional |
| Deposit and cancellation terms | Protects you if plans change |
| Crew contact for the event day | Gives you a direct line if something needs adjusting |
FAQ
Should I get multiple quotes before booking tentage?
Yes, get at least two to three quotes so you can compare what’s actually included, not just the bottom-line price.
Is it normal for tentage companies to ask for a deposit?
Yes, most require a deposit of 30-50% to confirm the booking, with the balance due before or on the event day.
What if a supplier can’t answer my questions clearly?
Treat that as a red flag. A supplier who’s done this before should have clear, confident answers on crew size, timeline, and weather provisions.
Do I need to ask about insurance for a small void deck event?
It’s still worth asking, even for small setups. Insurance coverage protects you if something goes wrong with the structure during your event.
How do I know if a quote is too good to be true?
Compare it against at least one other quote. If it’s significantly lower with no clear reason, ask directly what’s excluded or different about their setup.
Should you ask about the crew’s experience?
Yes. Ask how long the company has been operating and whether the same crew handles both setup and teardown. A crew that’s worked together for years spots site issues faster, like uneven ground or narrow void deck access, and adjusts before it becomes a problem on the day.
Your next step
Bring this list to your next conversation with a supplier, or get a quote scoped to your event and see how many of these questions we answer upfront.
