Keeping your guests and event safe during inclement weather | Illiana Party Rentals IN

Tent And Event Safety

Keeping your rental equipment safe from inclement weather

Inclement weather can take the form of excessive heat & cold, rain, snow, wind, fog, and even excessive noise and debris from roadways and construction. IPR wants to help you recognize potential issues and, if necessary, take proactive action. After all, we want you to have the best possible tent and event rental experience.

Safety is the #1 priority when planning your outdoor event. If inclement weather condition is expected while your event party tent is set up in location, make sure you follow these tent safety tips outlined on this page. By following and practicing these safety tips below, you will ensure your next social event is not only fun, but safe!

Wind and tents do not mix

Wind is probably the largest concern regarding tent rentals. No matter what size tent you have it can act like a giant sail.

Wind or wind with rain can cause the stress of the tent to change by loosening ratchet assemblies, pulling stakes, or causing the poles to move or sink. It is essential to do regular upkeep checks and maintain correct tension on the tent top at all times. This can be as easy as walking the perimeter of the tent and checking the tension of all the ratchet straps / ropes. They must be tight & not easily moved. If they are loose, the stake may have pulled from the ground a bit or the leg / pole may have sunk into the ground. Next, take a look at the tent top / canvas. It should appear tight with no wrinkles or sag. If strong winds are anticipated, all sidewalls should be removed and items inside the tent be secured.

Illiana Party Rentals recommends a full tent evacuation if winds reach gusts of 35mph for more than 3 seconds. This may not seem like much but the safety of you & your guests are more important than battling uncomfortable winds.

Most often people think their tent is the perfect shelter for rain. While this may be true, many times lightning accompanies rain. Believe it or not, the vinyl tent top does conduct electricity, especially when accompanied by aluminum or steel poles. Care must be taken in the event of a rain / lightning storm. Check the weather on a reliable app such as for the possibility of lightning in your area. If there is a possibility of lightning, immediately evacuate the tent.

Heavy rain can accumulate on even the best tent installations. This rainwater adds weight & excess stress on the tent top. If you see areas of pooling water on top of the tent, try to push up on the canvas to help the water dissipate. If unsuccessful, evacuate the tent immediately and call the emergency number listed on your rental agreement.

Also, when the rain comes, your guests will likely run to the tent to seek shelter. This may create a crowded atmosphere. Always remember to keep calm and manage each situation accordingly.


Excessive heat and cold can be unbearable

Most outdoor events occur when pleasant weather is expected. Unfortunately, even the best weather professionals don't get it right 100% of the time. After all, that's why you got a party tent in the first place, right?

In the summer, excessive heat can be downright dangerous. Temperatures can often increase under a tent, especially with no air circulation. There are several ways to combat excessive heat.

1. Circulate the air with portable fans. A fan, or a breeze, helps by replacing this hot, humid air with cooler, drier air that allows for more evaporation. Similarly, even without sweat, our body loses heat to the surrounding air simply by convection. If our internal temperature is higher than that of the surrounding air, energyâ”and thus heatâ”is transferred.

2. Water misters can cool you off. Water is forced through very small nozzles to create a fine mist or a very, very fine fog. As the droplets of water evaporate they cool the air immediately around them. The finer the mist the more thoroughly it evaporates, cooling you off more than a coarser mist.

3. Install portable air conditioning. While this is likely your most expensive option, it can greatly reduce the humidity and heat under your tent. You'll likely also have to install tent sidewalls in order to retain the cool air environment.

In the winter, excessive cold can make your event miserable and unpleasant. There are several methods to warm up your tent.
1. Add sidewalls - Body heat works well when temperatures are mild. Adding sidewalls to help trap in your guests body heat can be effective early in the fall.

2. Add a tent heater. Tent heaters act a lot like the furnace in your house. It takes cooler air and forces it through a heated plenum. That warm air then exits through a diverter near the ground and warms the surrounding air. These tent heaters are typically powered by propane. The more tent space you have, the more BTU's you'll need. Note: do NOT use hi-hat style patio heaters or use any type of open flame style heat under a tent. All our tent tops are flame retardant, not flame resistant. It is against federal fire code to have any open flames in an enclosed tent space without the appropriate ventilation and safety measures in place.

Note: Tents, canopies, structures, and shelters are not manufactured to withstand heavy snow loading. These products cannot be used if snow of any kind is present or anticipated, and guest should be evacuated immediately in anticipation of snow load collapse and call the emergency phone number listed on your contract.

Whatever you decide to do, let Illiana Party Rentals help you maintain the perfect climate for your guests.

Overcrowded tents can be dangerous

Large outdoor tent events can be a great way to bring a community together and enjoy fellowship & entertainment. It's very important to work with your local fire marshal and qualified event planner. It's not as easy as it seems to evacuate a tent in an emergency, especially with a large crowd. Designated exits must be clearly marked and crowd control & evacuation plans should be in place. These measures should be discussed in detail with employees, volunteers, and the authorities.