Do I need a tent permit?

A tent permit is required on any structure or combination of structures within 12 feet or each other totaling more than 900’ square feet by federal law. This means any singular tent larger than 30’x30’ would require permitting for a legal installation. Virginia Tent rental does NOT do any permits. The permit application and process is solely the responsibility of the customer. Virginia Tent Rental will happily provide a flame certificate needed for your permit when you request it.

Does Virginia Tent Rental have tents we can install ourselves?

All Virginia Tent Rental equipment is set up and taken down by us, we do not allow any customer set up or take down.

Do you have a rain plan policy?

Yes! You may reserve any weather contingent items; we require a 50% NON-Refundable deposit to hold the equipment. You will have a window of three days prior to your event to confirm or cancel the equipment, timing and dates will be included on the quote. If you cancel you will not owe anything beyond the paid deposit, if you confirm the balance of the invoice is due at that time.

Can you add sidewalls to your tent(s)?

Yes! You offer 8’ & 10’ white and all clear sidewalls for all tents.

Do you have lighting for your tents?

Yes, we offer LED perimeter and/or ceiling bistro lights. There is also an installation and distribution fee for the lighting.

Do you have heating and fans?

Yes! We have 80,000 BTU & 170,000 BTU forced air heaters that come with (1) 100LB Propane tank. In order for the heaters to work you will need the entire tent enclosed with sidewalls, you will also need a power source. We offer side pole fans as well, again we do not provide a power source that would be your responsibility.

How big of a tent do I need?

Tent sizing depends on a multitude of variables. To get an accurate size on the tent you would need please let us know how many people you are expecting, will your guests be seated at tables, do you need a dance floor, stage, room for a buffet or food stations, bars or beverage stations? Please give us as much details as you can so we can make sure you have the correct size tent for your event.

How do I reserve?

Go to Contact Us on the top right of the Home Page and fill out all the boxes on the form. Please give us as much information as you can. We will send you a quote and an eSign contract with our term & conditions within 72 hours. we are happy to make and additions or adjustments to the quote, your quote is good for 30 days subject to availability. To reserve the equipment please read, sign and return the eSign contract, we also require a 50% NON-Refundable deposit and a credit card on file. Once we have received all three of these your order will be confirmed in the systems.

Do you offer set up?

Some items have set-up included in their prices such as tents, staging, dance floors and floors. Other items such as tables and chairs can be set up and taken down for an additional fee. But we require a floor plan of how you would like everything set up 10 days prior to your event.

Do you have emergency number?

There is always someone available for matters with equipment of ours that you currently have in place. Please call the office number 434-296-7595 and listen to the entire message, the after-hours number to call will be on the message. Please leave your message on the main office line and also call the after-hours number and leave a message there as well and someone will call you back.

Do you offer site visits?

We do offer site visits when needed. We will meet you at the event location and help you determine the size tent you need and if you will fit in your space. Please call or email us to talk about setting up a site visit.

Do you provide CAD drawings?

We can send you a blank CAD of your tent, but we don’t offer design or decorative services.

Is the deposit refundable?

Once the eSign contract is signed and returned and the 50% Non-refundable deposit is paid, there are no refunds. Your final balance is due 10 days prior to your event date, if you cancel within 3 days of your event the amount beyond your 50% Non-refundable deposit will be refunded. The balance being due 10 days prior to the event date terms does not apply to Rain Plan contracts.

What is the latest I can make changes to my order?

We ask that final changes are made 1 week prior to your event date. We do allow changes up to 3 days prior however those changes will be made only if only the equipment is available, and our schedule allows.

What is the latest I can confirm a reservation?

You can confirm a reservation as close to your event date you would like, however this confirmation will be determined by availability of equipment and availability on our schedule for delivery and setup.