As with all things event related, the earlier you confirm details and equipment the more likely you are to get what you want. Our inventory is booked on a first to confirm basis. Once our crew and truck schedule becomes full for specific days, greater flexibility of timing on install and dismantle may be required for your event. Book early to avoid disappointment!
Booking your tent with Apex is an easy process. When you give us a call, one of our event specialists will help guide you through the maze of details, hopefully helping you to better understand what tent and accessories will be the best fit for your event. Once we’ve worked together to answer the questions needed, we’ll prepare a quote for the items we’ve agreed on and send it to you for your consideration. Confirmation requires a signature on the quote and return with your booking deposit.
Deposit due on confirmation is 50% of the order total(AND IS NON-REFUNDABLE). This is required to allow us to reserve the equipment agreed upon after which it is no longer available to alternate rentals.
Apex offer client pick-up on our line of Pop-up Tents. These are available in a 10×10 size. The tent frame folds into a compact package that fits in most cars for easy transport and they can be set up in minutes with two people. Larger tents are only rented with installation included to maintain safety during installation and use.
Once your order is confirmed we are happy to make minor changes as may be required. Equipment additions are subject to availability – reductions may incur some costs if done too close to your event. If you need to revise your order we ask for as much lead time as possible to make changes, particularly those affecting schedules and logistics.
Our rental rates are based on a “weekend” rental, allowing for install prior to your event, usage and strike over a 3-4 day period. Longer term rental rates are available – please enquire if your tented space needs are for an extended period.
The payment of your event rentals is split between a 50% NON-REFUNDABLE deposit due AT TIME OF BOOKING and the 50% balance IS payable PRIOR TO DELIVERY AND SET-UP. PLEASE ASK YOUR Event CONSULTANT FOR FURTHER DETAILS. Payment can be made by VISA, MasterCard, AMERICAN EXPRESS or cash.
Once confirmed, your deposit becomes non-refundable. This allows us to reserve your equipment and to schedule crews/ trucks for your project. Prior to 30 DAYS before your event installation, you can cancel your order with forfeit of the deposit amount. Less than 30 DAYS before your event, you remain responsible for the full balance of the rental.
Apex prides itself on always delivering great value by providing excellent product, paired with industry leading service. Our tents are cleaned after each rental to ensure our clients always get clean, good looking tents. We anchor our tents properly to ensure client safety and to avoid liability to everyone – even when adding the necessary weight might make our price seem more than an alternative. That all said, although Apex is not a “low-cost” provider, we are always willing to look a matching a competitor’s price based on an apples-to-apples comparison.
Once you have discussed your needs with our event specialist, we will send a quote and term sheet for your review and signature. To confirm your order, sign both quote and term sheet and return with the confirmation deposit. We will then send you an email to confirm that the equipment is reserved and the date is set aside to install and dismantle your event.
The size of tent you require depends on how you intend to use the space. Our event specialists ask you a number of questions prior to providing a quote which allow us to determine how much space will be enough – not too much or too little. Although figuring the right tent size requires specific event knowledge, you can get a reasonably safe estimate using our SPACE PLANNER tool.
Apex takes pride in always offering clean product. All of our tent fabric is checked and cleaned following each use. This allows our installation teams to install with pride and for our customers to have confidence knowing the product will look great every time.
Apex carries many different styles of tents, many of which are modular in design to allow for flexible size configurations. We offer fabric in white, black and clear as standard options however custom colors may be available on enquiry.
Side walls are available for all of the tents we rent. They are not included in the price but are charged based on the size and style of wall. Side Walls are available in standard white, window, clear and black. View photos of Side Wall to see options.
Yes – Apex can make your tent warm and comfortable! We carry a number of different types of heaters to ensure we have the right heat for your event. Please call one of our event specialists for details or view photos and details in our products gallery – Heaters.
Good lighting can make for a great event! Whether you want to create a soft, ambient light for your elegant dinner or bright, functional light for your beer garden – Apex has lighting options that work! Please call one of our event specialists for details or view photos and details in our products gallery – Lighting.
Yes, Apex sells the tents and event accessories we offer for rent. Often items are available from our rental stock at significant discounts versus cost of new. Please ask one of our event specialists for details or for a quote.
When we quote you on your tenting needs, prices are inclusive of installation by our trained staff. This is important because tents are significant structures and must be installed and secured correctly to avoid becoming a liability. Always ensure that the company you rent from has a history of safe and professional installations.
Many factors go into how long a tented event might take to install. These include obvious items such as size of the tent as well as quantity and scope of additional accessory/ décor items rented. Other factors that influence the time required to install include – site access, weather conditions, number of crew and venue limitations. If you have specific scheduling requirements that may influence available time for install or dismantle of your event, please be sure to discuss with your event specialist when you call. Specific questions regarding timing for a project can be directed to our Operations staff when you call.
We encourage clients to be on-site when the crew arrives just to do a final walk through, confirm placement and to allow access to facilities during install. During install, the Apex crews are self sufficient and you are free to do other things as required.
YES! All tents need to be anchored to protect against wind and heavy weather. Normally this is achieved using steel ground stakes however when not possible, we also have options including concrete blocks, water barrels, sandbags and steel weight plates. Our event specialist can assist in determining the right weight type for your tent and venue.
Apex can install a tent almost anywhere. When a tent is put on asphalt or concrete, the method of anchoring will be affected. On asphalt, we can drill through the surface and drive normal ground stakes, or we can use weights to avoid damaging the asphalt. If we drill, we use special asphalt plugs to repair once the stakes are removed. For concrete, we use a Hilti-type concrete anchor or simply weight the tent. These options all have additional charges associated with them.
Normal installation procedures require a few feet around the perimeter of each tent for successful installation; this allows for the crew to safely and efficiently install the tent structure. In circumstances where there is not sufficient space around the tent, alternative methods of install may be available at additional cost to cover increased time and labour.
There are many ways to manage a sloped yard. A slight slope is often no big deal and your event will not be affected by it. Apex can install our tent solutions on slight slopes, sometimes using leg levelers to manage any major dips or drops. Often the best test of slope is to set a table on the areas of concern and imagine having guests sit at it, complete with glasses and their dinner. If the slope makes sitting uncomfortable or the glasses look ready to tip, the yard needs some leveling! Apex, in cooperation with our event partners, can offer complete decking solutions to level almost any yard or venue. Once a deck has been built, tents can be set on top and secured to the level surface.
In some Cities and Municipalities, permits are required to install a tent however, requirements differ from location to location so check with your city building permit office for details. Apex is pleased to assist with arrangements including engineering for our tent structures and referrals for architects where fire/safety plans are required.
Our tent structures are delivered to your home or venue via our fleet of trucks which transport the equipment required for install, the crew and your rentals. Depending on the size of your project, the vehicle may be either a large pick-up truck of a 5 ton cube van so access specific to the truck size is required. By ensuring our trucks can get as close to the actual area where you want your tent(s) installed, we can control labour handling and keep your cost of rental down.
Normal working hours are 8am – 5pm, 7 days a week. Work required outside of these hours or on a Statuary holiday is possible but may result in extra charges for over-time rates due the crew.
As you evaluate potential venues for your tented event it is important to consider a few key points. These include:
These items represent a few of the important things to consider when looking at potential event venues. Always try and talk with others who have used the venue before or feel free to ask our event team for their advice.
It is the client’s responsibility to have all underground services identified when ground stakes are used. This includes power, water, irrigation, telecom and septic to name the most common. Unless their location is known then the easiest way to deal with finding out is to call BC One-Call @ 1-800-474-6886 (a government service that collects all of the utilities providers’ info) or, One-Call Locators @ 604-575-9299 (a private company who do actual on-site check/ scope).