Tent and party rental software
Book the 40×80. Every section, leg and chair comes with it.
A tent order is a few lines on the quote and a few hundred pieces on the truck. PortaPro books the tent by its finished size, rents packages as one line, draws the event to scale on the venue for the customer to approve, and follows every unit from the shelf to the field and back.
Why tent rental is different
You sell a size. You load the parts.
The customer books a 40×80 frame tent, a hundred chairs and ten round tables. What actually leaves the yard is ends and mid sections, legs, ballast or stakes, sidewalls, poles, linens and the exact chairs that aren't already promised to another wedding the same Saturday.
Most rental software tracks the line the customer sees. The hard part of the job is the pieces behind it: whether there are enough mids for a second 40×80 that weekend, whether the ground means stakes or ballast, where the tent goes on the lawn, and which chairs didn't come back.
The mechanism that matters: a tent or a package is one priced line for the customer and a set of real, held units for the crew. Availability, the pull sheet, the install sheet and the return check-in all read the same holds, so the quote, the truck and the yard agree.
What a tent and party book needs
Six things tent rental software has to do.
Each of these is shipped and in use, not planned. Follow the link on any row for the full story.
- Book a tent by its finished size
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, and a staked tent adds a Call 811 task before install.
Tent systems in the help center- Packages that book as one line
Build a kit once from your own equipment and supplies: the tent with its poles and sidewalls, the chairs, the tables, the linens. It has its own price and books as one line, and 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 in the help center- The event drawn to scale, approved by the customer
Draw 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, and the Order tab shows where the drawing and the booking differ. The customer approves it from the quote, and the crew gets a numbered install sheet with measurements from reference marks. Event layouts are on the Growth plan.
Event layouts- Every unit from the shelf to the field and back
Turn on Track item movement and every line holds specific units for its dates. The pull sheet lists each delivery with the units held for it; scan or tap to load. Change a job after the truck is loaded and the pull sheet lists what to take off, and the driver is told.
Item movement in the help center- Check-in that finds what didn't come back
Scan what comes back from the driver app or the warehouse; anything not scanned is missing, and counted pieces like tent sections are counted back. Linens go to the Cleaning list, damaged units to the Workshop, and Charge for missing and damaged starts each missing unit at its replacement cost.
Event and tent rentals, feature by feature- Holds, turnaround and subrentals
A sent quote holds its units for the days you choose, so the gear you quoted is still there when the customer says yes. A product can carry turnaround days to dry or be inspected, and nobody can book it inside that window. Short for a big weekend? Add a subrental and PortaPro creates real units you can book only inside the dates you have them.
Subrentals in the help center
The day before the event
A pull sheet built from the bookings, not retyped from them.
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. On site, the install sheet numbers every tent and table and measures each tent corner from two reference marks.
Install sheets in the help centerOld way vs PortaPro
The old way vs. PortaPro
A tent and party book run from spreadsheets and a drawing program, next to the same book in PortaPro.
Quoting a 40×80
Working out ends, mids, legs and ballast on paper, then hoping the sections are free
PortaPro:Pick the size, top and ground; the sections, legs and ballast are chosen from what's free and held
The site plan
A drawing program, a PDF emailed back and forth, and a crew guessing on the lawn
PortaPro:Drawn to scale on the venue, approved by the customer, and printed as a numbered install sheet
What goes on the truck
A packing list typed from the order, out of date the moment the order changes
PortaPro:A pull sheet built from the bookings, with the units held for each delivery and what to take off after a change
What came back
Counting chairs in the yard on Monday and arguing about the missing ten
PortaPro:Scanned back at pickup, missing units listed, and a charge already started at replacement cost
The big weekend
A spreadsheet tab per weekend and a phone call to borrow gear
PortaPro:Availability by date for every unit and part, and subrented gear booked like your own inside its dates
Questions tent and party rental companies ask
We rent restrooms too. Is that a different product?
No. Tents, tables, chairs and restrooms are all units in the same account, on the same quote, schedule and invoice. A recurring service on an event quote books a service stop for every visit between delivery and pickup.
Do I have to serialize every chair?
Each piece of rental gear is a unit with its own number, 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 booking?
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 it 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.
Can the customer see and change the layout?
They can approve it from the quote, a share link or the portal. If you turn on Customers can move tables and chairs, they can rearrange the furniture themselves. Tents and anything that changes the order stay yours to move.
Is item movement on for everyone?
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.
Kits, tent systems, item movement and subrentals are covered in detail on the event and tent rentals page, and the drawing tools on event layouts. Restrooms for events have their own page.
Bring one event order.
Book a walkthrough with a real order: the tent size, the package, the venue. We'll build the booking, draw it on the venue, and print the pull sheet.
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