Event and tent rentals
The tent, the chairs and the dance floor. One booking, every piece accounted for.
Rent packages as one line, book a tent by its finished size, and draw the event to scale for the customer to approve. Follow every unit from the shelf to the truck to the field and back, and when something comes back short, the charge is already filled in.
Kits
A wedding package is one line on the quote.
Build a kit once from your own equipment and supplies: the tent with its poles and sidewalls, a hundred white chairs, ten tables, the linens. It has its own price and books as one line. Behind it, PortaPro checks every part for the dates and holds real units.
Parts can be optional, a specific color, or hidden from the customer, like stakes and straps. Kits can hold other kits. The customer sees one priced line with the contents underneath; the crew sees every part.
Tent systems
Book a 40×80. PortaPro works out the sections.
Set up a tent system once from its ends and mid sections, and every size it can build is bookable. Pick the length, the top and the ground, and PortaPro uses the fewest free sections, adds legs, stakes or ballast and sidewalls, and prices the tent by size or by the square foot.
A pole tent can't be booked on asphalt or concrete. A staked tent adds a Call 811 task before install. The customer sees one line named by its size, like 40×80 Frame Tent, Clear Top, never the sections.
Event layouts
Draw where every tent and table goes, and check it against what's booked.
Draw the event in feet on the venue's satellite photo, or on its own floor plan for a ballroom or a barn. Every tent, table and stage is drawn at the size you gave the product, with the chairs around each table. A tent from a tent system stretches by its end handle and snaps to the lengths its sections can build, and the Order tab shows where the drawing and the booking differ, comparing tents by size. The drawing never changes the order by itself.
Import the guest list, seat it with parties kept together, and print the seating chart. Send a share link to a venue or a planner before there's a quote, with comments pinned to the drawing, or put the layout on the quote for the customer to approve.
The install sheet numbers every item and measures each tent corner from reference marks you drop on fixed points, like a house corner or the driveway edge, and the pull sheet and the driver app use the same numbers. Event layouts are on the Growth plan.
Item movement
From the shelf to the field and back, with nothing lost.
Turn it on in Settings and every line holds specific units for its dates.
- Pull sheets
- Every delivery going out on a day, with each kit, tent and unit held for it. Tap or scan a unit to load it, or print the sheet with a checkbox per unit.
- Order changes
- Change a job after it's booked and the units follow. Change it after the truck is loaded and the pull sheet lists what to take off, and the driver is told.
- Return check-in
- Scan what comes back, from the driver app or the warehouse. Anything not scanned is missing; counted pieces like tent sections are counted back.
- Cleaning
- Linens and catering gear go to the Cleaning list instead of the yard, with how long each piece has waited. Damaged units go to the Workshop.
- Missing and damaged
- After check-in, Charge for missing and damaged starts each missing unit at its replacement cost. You price the damage, then charge the card on file or email the invoice.
- Turnaround
- Give a product days to dry or be inspected after it returns. Nobody can book it inside that window.
- Quote holds
- A sent quote holds its units for the days you choose, so the gear you quoted is still there when the customer says yes.
Subrentals
Short for the big weekend? Rent it in and book it like your own.
Add what you're renting from another company, for the dates you have it. PortaPro creates real units you can put on jobs, and refuses any booking that runs outside the window. When they go back, the cost is recorded, and each job's profit carries its share.
Service during the event
Restrooms at a ten-day fair get serviced, not just delivered.
Put a recurring service on an event quote and PortaPro books a service stop for every visit between delivery and pickup, priced by the same count. They land on the schedule and the route with the rest of the day.
Questions operators ask
Do I have to track every chair and linen by unit?
Each piece of rental gear is a unit in PortaPro, the same way a restroom is, so it can be held for exact dates and checked back in. A kit or a tent is still booked as one line and PortaPro picks the units behind it. Tent sections, legs, sidewalls, stakes and ballast are counted instead: you enter how many you own, and a booking holds a number of them.
What happens when I'm short for a date?
The booking still saves. Every free unit is held and the line shows Short with the number missing, so you can subrent, swap, or call the customer. A customer accepting a quote online is never stopped by a shortage.
Does PortaPro tell me when a tent needs a permit?
It flags it with a planning guide you set: 400 square feet for a tent with sidewalls and 700 for an open-sided tent by default, counting tents close together as one. The job shows Permit needed with the reason, and the permit packet prints the tent summary, the site plan and every top's flame certificate. Your fire marshal or building department makes the call.
Is item movement on for every company?
It's a setting. Turn on Track item movement in Settings and PortaPro starts holding units per line, adds the Warehouse screens, and gives drivers Load and Return check-in. Companies that rent restrooms only can leave it off and nothing changes for them.
Can I draw the layout and seat the customer's guests in PortaPro?
Yes, with event layouts on the Growth plan. Draw on the venue's satellite photo or an uploaded floor plan, import the guest list from a spreadsheet, and print a seating chart with each table's guests and the meal totals. If you turn on Customers can move tables and chairs, the customer can rearrange the furniture from their quote, a share link or the portal. Tents, generators, lighting, restrooms and anything you locked stay put, and they can't add, remove, resize or turn anything.
