A tentage rental quotation should clearly break down tent size and type, furniture and add-ons, setup and teardown timing, deposit terms, and what’s excluded. If any of these five sections is missing or vague, ask for clarification before signing. A clear quotation protects both you and the supplier from disputes later.
What should every tentage quotation include?
- Tent dimensions and type. Look for exact metres (e.g. 12m x 24m), not just “large tent” — this determines your actual pax capacity.
- Itemised furniture and add-ons. Tables, chairs, lighting, flooring, and stage sections should each have a line item, not be bundled into one vague figure.
- Setup and teardown timing. Confirms when the crew arrives and when the site will be cleared, which matters for venue booking windows.
- Deposit and payment terms. Standard practice is 30-50% deposit with balance due before or on the event day.
- What’s explicitly excluded. A good quote states clearly what’s NOT included, such as power supply, permits, or overtime charges beyond agreed hours.
What do common quotation line items actually mean?
| Line item | What it usually covers |
|---|---|
| Tentage (frame + canopy) | The core structure, sized to your dimensions |
| Sidewalls | Optional wind/rain protection, sometimes charged separately |
| Flooring | Raised decking or matting, often needed for uneven ground |
| Manpower/crew charge | Labour for setup and teardown, sometimes bundled into tent price |
| Transport/delivery | Covers moving equipment to and from your site |
What are the hidden costs to watch for?
The most common mistake we see is a client comparing two quotes by their bottom line, without noticing one includes delivery and manpower while the other charges those separately. Overtime charges are another common surprise — if your event runs longer than the agreed hours, ask what the rate is before you sign, not after.
Ask specifically about weekend or public holiday surcharges too, since some suppliers apply a premium for Sunday events or dates falling on public holidays.
How do you compare two quotes fairly?
List out each line item side by side rather than comparing totals. A quote that looks 20% cheaper might exclude flooring, sidewalls, or overtime — once you add those back in, the real difference could be small or even reversed. This is the same due diligence we’d suggest before choosing any supplier — see our guide on red flags when choosing a tentage supplier.
FAQ
Should a quotation include GST?
Check explicitly — some quotes show pricing before GST, which adds 9% to your final bill. Ask the supplier to confirm whether their figure is GST-inclusive.
What if the quote doesn’t mention setup time?
Ask directly for this in writing. Setup timing affects your event day schedule and whether the venue’s access window is sufficient.
Is it normal for quotes to vary significantly between suppliers?
Some variation is normal based on crew size, tent quality, and inclusions, but a large gap usually means one quote is missing something the other includes.
Can I negotiate a tentage rental quotation?
Some flexibility exists, especially for larger bookings or off-peak dates, but expect less room to negotiate during November-January peak season.
What happens if my actual costs end up different from the quote?
This shouldn’t happen if the quote was itemised properly and your pax count and requirements didn’t change. Get any changes confirmed in writing before the event.
Why do quotations vary so much between busy and quiet seasons?
Suppliers often price differently depending on demand. During November-January, when D&D and year-end events stack up, quotes may run higher due to overtime crew rates and tighter inventory. Booking during quieter months (February, June) sometimes gets you more flexible pricing and scheduling.
If your event date is flexible, ask whether shifting by a week or two changes the quote. It’s a fair question and most suppliers will answer it directly.
Should you ask for a sample layout with the quote?
Yes, especially for larger events. A layout sketch showing tent placement, table arrangement, and stage position helps confirm the quoted tent size actually fits your site and pax count before you commit.
What if the quote is in a language or format you don’t understand?
Ask for it in plain English with clear line items rather than industry shorthand. A reputable supplier should be happy to walk you through every line verbally as well, not just hand over a PDF and expect you to sign.
Your next step
Once you understand what to look for, get a fully itemised quote scoped to your event so there are no surprises on the invoice.
