At Miami Valley Party Rentals, we strive to make every tent installation safe, smooth, and stress-free. To help us serve you better, please review our installation policy before your scheduled setup.
Surface Conditions: The installation area must be flat, clear, and accessible. We install on grass, concrete, asphalt, and gravel. Installation on grass is included at no additional cost. If the tent cannot be staked into grass, concrete block ballasts can be used for anchoring at an additional charge per leg. For example, a 20x20 marquee tent has 4 legs, while a 20x20 frame tent has 8 legs. Please let us know your surface type in advance so we can prepare accordingly.
Space Clearance: The area must be large enough for the tent plus 5 feet of clearance on all sides for proper anchoring and crew movement.
Site Preparation: Please ensure the area is free of furniture, vehicles, low-hanging branches, pet waste, and any other obstructions before we arrive.
Utility Lines: All underground utility lines must be properly marked before the installation of any tent 20x20 or larger. Miami Valley Party Rentals will contact the appropriate utility companies (e.g., gas, water, electric) to mark standard public lines before staking begins.
Please ensure the tent installation area is accessible for utility crews. If they are unable to access the site, your tent setup may be delayed or cancelled.
Customers are responsible for marking or informing us of any private underground systems, including but not limited to:
Sprinkler systems
Invisible pet fences
Low-voltage wiring (e.g., lights, outbuildings)
Septic systems or drainage fields
We are not liable for damage to unmarked or improperly disclosed underground systems.
Vehicle Access: We require clear access for a truck and trailer to deliver and set up the tent. Excessively long carry distances or restricted access may result in additional labor charges.
Gates & Paths: Ensure any access gates are unlocked and that paths are wide and clear enough for equipment transport.
Standard Installations: Tents are typically set up 1–2 days before your event and taken down the next business day after.
Same-Day Service: If you require same-day setup and/or takedown, this must be scheduled in advance and may incur additional charges.
Weather Delays: In the event of extreme weather (high winds, storms, etc.), we may postpone setup or take down the tent early to ensure safety.
Do Not Move or Modify: Customers may not move, adjust, or dismantle any tent or equipment once installed.
Tent Use: Do not attach decorations, lights, or other items to the tent without approval. Open flames, grills, heaters, and other heat sources must be kept at a safe distance from tent fabric and poles.
Supervision: Children and guests should not climb on or hang from tent poles, anchors, or any other equipment.
Customer Responsibility: If your event is taking place in a public area (such as a park, street, or other community space), Miami Valley Party Rentals will contact the appropriate authorities to determine whether a permit is required. If a permit is needed, any associated fees will be the responsibility of the customer and added to your final invoice.
Fire Certifications: Fire-retardant certification documents are available upon request if required by your venue or local authorities.
To ensure a successful installation, please confirm the following before our team arrives:
☐ Site is flat, mowed, and cleared
☐ Vehicles and outdoor furniture are moved
☐ All pets are secured
☐ Gates and paths are unlocked and accessible
☐ Underground utilities are properly marked