Tent Policies and FAQ

Festival tents – Festival Tents feature high, swooping peaks and tensioned fabric that provides a tight, clean look. Festival tent center poles are suspended on cross cables which allow an absence of poles in the tent center. Festival tents are great for parties, concerts, school events and corporate activities.

Frame Tents – Frame tents are the traditional party tent style. Widths vary from 10’ to 40’ with lengths expanding to fit the event needs and space requirements. There are no center poles in frame-style tents, and the frame is sturdy enough to support light-weight accessories (like lights, fans and décor)

Structure Tents – Structure tents are engineered, kedered-style tents suitable for weddings, celebrations and all events. The tent top slides through a channel in an extruded aluminum frame, allowing for a tight fit. Structure tents are much stronger than frame or festival style tents and can handle more weight for hanging accessories like lights, audio/video equipment and décor. Structure tents are Creative Solutions most popular tent style.

Tidewater Tents – The Tidewater Tent is a typical pole style tent with a twist. The ends of this tent are round, not square. The tops are made of a sail cloth which is translucent. The poles on this tent are powder coated to have a wood style look. This tent is beautiful, but not recommended when it’s very hot out. It will have the same green-house effect as a clear top tent. This tent has center poles and must be staked at all times.

Star-Gazer Tent – Our Star-Gazer tent is a custom-made 20′ X 20′ Festival Tent. The canopy consists of alternating white and clear panels that allow occupants to view the night sky throughout the duration of their event.

Losberger Tent – The Clear Span tent is engineered to withstand higher wind ratings and can be much wider than the typical frame or lighter structure tents. The eaves of the tent are 13 feet tall and the center point is 26 feet tall.  The structure consist of very heavy beams and requires a forklift for installation. The tops on this tent are exactly like the lighter weight structure tent that feeds though a channel on the framework.  Installing this tent requires additional time. A site visit is required if a Losberger Tent is requested.

Clear top tents are structured in the same manner as a traditional frame or structure tent, the only difference being that the covering material is clear. They are best utilized for functions during the spring and fall. Creative Solutions does not recommend the use of clear top tents during the Texas summer months because the tent will create a warming “greenhouse effect” for the occupants. Clear top tents are very versatile and provide a great source of covering while also complimenting the natural beauty of the environment.

Barrel Covers

• Plastic covers
• Spandex covers

Sidewalls

• White Sidewalls
• Window Sidewalls
• Clear Sidewalls
• Sidewall installation – Sidewall pricing includes installation. Event holder may request that sidewalls be rolled up upon installation in the event of good weather. Creative Solutions charges $0.50 a linear foot to install sidewalls rolled up.

Lighting

• White Tent lighting package – $0.15 per square foot
• Color Tent lighting package – $0.18 per square foot
• Festoon lighting – $75 for every 50’ strand

Chandeliers

• Large Iron Chandelier
• Silver & Crystal Chandelier

Paper Lanterns

• Creative Solutions requires 2 weeks notice to secure paper lanterns for client’s event date
• Lanterns may be rented with or without internal LED lighting
• Available Lantern Sizes: 14″ Round, 16″ Round, 18″ Round, 24″ Round
• Lantern installation price is $5 per lantern

Climate Control

• Tent heaters + propane
• Tent pole fans

Tent Liners

Ceiling Draping

Leg Draping

Pole Wraps

Tent Strap Covers

Flooring

Speak with a consultant about your venue/space, guest count, budget and event layout and a tent size will be recommended based on your event needs. Call us today at 704-825-8701 for a quote.

When you’re thinking about renting a tent but are unsure of the tent size that best meets your needs or suits your space, a Creative Solutions Certified Event Rental Consultant can perform a site inspection for you. The site visit charge is based on time and distance, with fees starting at $100.00 for Austin locations. When you reserve a tent with Creative Solutions, the site inspection fee will be applied to the delivery portion of your order. If you forgo the tent or choose another provider, THE SITE VISIT FEE WILL NOT BE REFUNDED.

Set up and breakdown of the the tent is included in the price of the tent rental. Creative Solutions must deliver and assemble the tent themselves due to liability and safety issues. Customers are not allowed to pick up, set up, breakdown, and return a tent. The cost of delivery is not included in the tent and will be assessed separately based on the delivery and pickup timing and location.

Does the venue permit Creative Solutions to secure the tent with 3’ stakes?

Are there any sprinklers or underlying conditions that could be affected by the use of stakes?

If Creative Solutions is not permitted to use stakes, is there water on site to fill tent barrels?

What is the proximity of the water source to the tent location?

Are there any overhead obstructions such as trees or power lines that would prohibit the installation of a tent?

When does Creative Solutions have access to the venue to begin installation?

At what time does the tent installation need to be complete?

When does Creative Solutions have access to the venue to begin dismantling the tent?

Does Creative Solutions need to be out of the venue by any particular time?

Are there any specific load-in instructions?

What is the distance of the load in area to the location of the tent site?

The City of Austin has event and tent permitting requirements within the city limits. There are fees for permits that may be needed, and they typically request a 3 week lead time for all applications. Here is a link to the tent permit application. Depending on your event, you may need to complete a separate ACE Application, but the form will prompt you accordingly. Please direct any questions you may have to SpecialEvents@austintexas.gov.

All tent rentals are first come, first serve. When a tent order is placed, the renter shall make a REFUNDABLE 50% reservation deposit on the grand total. 10 WORKING DAYS prior to the scheduled tent installation date (noted on the rental order), the rental reservation deposit becomes non-refundable (unless the tent is cancelled by the event holder). The rental reservation balance is due by, and becomes non-refundable at noon on the business day 48 hours prior to the scheduled tent installation. At that time, the event holder must accept or reject the tent. If the tent is accepted, the rental balance is due and payable, and no portion of the final payment shall be refunded. Non-payment of the tent reservation balance shall result in cancellation of the tent reservation.

2 WORKING DAYS prior to the scheduled tent installation date (noted on the rental order), the rental balance is due and becomes non-refundable. At that time, the event holder must accept or reject the tent. If the tent is accepted, the rental balance is due and payable, and no portion of the final payment shall be refunded. Payment can be made over the phone at 704-825-8701.

From the time the tent is delivered to renter, until the time it is retrieved by Creative Solutions, the renter is responsible for it. If the rented item is lost, stolen or damaged while in renter’s care, regardless of fault, renter is responsible, and shall remit to Creative Solutions, upon demand, the full retail replacement value of the rental item, including labor and shipping costs.

If the renter accepts damage waiver protection (12% of the total rentals),  Creative Solutions agrees to relieve renter of liability for accidental damage to the rented item(s), and for loss due to fire, windstorm, upset and riot. Creative Solutions excludes from the waiver any loss or damage due to theft, burglary, collusion, misuse or abuse, theft by conversion, intentional damage, mysterious disappearance or any loss due to failure to care for the rented item (s) as a prudent person would his / her/ their own property. If any such loss tends to indicate a crime may have been committed, a further condition of this waiver is that renter must file a report to the proper law enforcement authorities and furnish Creative Solutions a copy of same. In addition, if renter has insurance for the loss or damage, renter must exercise, and shall empower Creative Solutions to exercise all renters rights to obtain recovery under insurance, shall cooperate with Creative Solutions to obtain recovery and all insurance proceeds shall be given or assigned to Creative Solutions.

Tents can provide protection from moderate weather, but are not designed for use as a shelter in severe weather because such conditions could exceed their ability to protect occupants. Please read over this Tent Evacuation Plan prior to your event to ensure that all occupants are kept safe during inclement weather.

Please note that to qualify for delivery, an order subtotal minimum requirement must be met. If that minimum is met and our schedule allows, delivery fees will be applied to the order. Please review our current Delivery Fee Schedule linked on our Forms & Services Page here, or contact us for a quote.

All orders being delivered have a base delivery fee (based on the delivery zip code, city, or county) that assumes we are delivering and picking up with an open time window of our standard delivery hours (Monday-Friday 9am-4pm or Saturday 8am-3pm). More narrow time windows and deliveries outside of business hours are available for additional fees.

If you have any questions regarding a specific delivery scenario, please reach out to your event consultant for an explanation of the charges.

POTENTIAL ADDITIONAL CHARGES:

1. If Creative Solutions must wait in excess of 15 minutes at a delivery or pickup site, an additional charge will apply.
2. If Creative Solutions is asked to relocate items that were already installed, or return to relocate items that were already installed.
3. If an order must be carried up more than 3 stairs, or a distance longer than 50 feet from where our trucks can safely park.
4. If we are asked to delivery to a floor other than the 1st, and/or use a shared, small, or difficult to access elevator.

Creative Solutions will not set up, breakdown, or relocate a renter’s personal furniture or other items. Please be respectful or our team’s time and do not ask them to perform services that are not included on the rental order confirmation.

Due to the often significant time requirement and care that goes into creating and revising CADs, we do charge for this optional service. Our fee is $75 non-refundable for the first CAD layout prepared, and a $55 fee for each substantive CAD revision (plus sales tax). At any point in this process, we can grant you edit access to the prepared CAD if you’d prefer to make revisions on your own, but once edited, we do not guarantee the logistical accuracy.

Additionally, if we have not prepared a CAD at your venue before, it is your responsibility to ensure that the site diagram provided is accurate and to scale before we begin.

Revisions on tents and tent accessories may be made up to 10 working days prior to the tent installation date depending on availability. Additions to tent and tent accessories may be made up until 2 days prior to tent installation depending on availability.

Tent (and Tent Accessory) Rentals, are calculated on a weekly basis (to allow flex-time for set up and strike if the venue is available).

Need your tent longer than one week? We’re happy to accommodate long term and extended tent rentals! Each additional week of extended rental is 50% off the original weekly rate.

COVID-19 is an ever-changing situation and we are doing our best to keep up with the changing requirements and issues surrounding events. For the most up to date information, please check out our COVID-19 page for information on changes to showroom hours, appointments, closures, event cancellation, postponement, and refund policies, rental specials we are offering, and much more!

To ensure the viability of our business, we have also included a Force Majeure clause in our Rental Reservation Agreement and Rental Contract, and have enacted an Interim Emergency Policy that applies to all existing and new orders (effective July 20, 2020) which can be found on our Forms page. We strongly encourage you to read over this carefully before you sign your contracts.