Air Conditioning Tented Events: Rules of Thumb for Event Planners

You’ve created the ultimate event environment: Hip lounge areas, an evening’s worth of entertainment, delectable hors d’oeuvres poised to circulate, restrained yet elegant floral design, signature cocktails and lighting that perfectly highlights your creation. Your guests arrive in their finest, a stream of brilliant flashes and sparkles. But not long after they’ve arrived, things start to get hot — too hot. Suddenly guests are fanning themselves with programs, the lettuce wraps are wilting, the dance floor is empty and people are looking at their watches.

Nothing can kill your event’s cool factor like insufficient A/C. And with summer on the horizon, it’s time to start thinking about tented events and how to achieve that perfect temperature — aka, the one nobody notices — for your event. So how do you find the right A/C provider and ensure that you get the right amount at the right price? Below are some rules of thumb that will help you determine the best way to keep your guests cool as the summer heats up.

Rule of Thumb #1 Every 100 square feet of tent requires 1 ton of cooling.
When considering air conditioning for an event, you first need to know the size of the tent being cooled. The basic rule of thumb of 1 ton of cooling for every 100 square feet of tent works 80 percent of the time. For example, a 25-ton unit will cool a 40-foot by 60-foot tent.

However, you’ll need to use a more precise approach for special situations if the temperatures are extreme or the event itself creates a lot of heat. The number of guests and the amount of lighting, for instance, affect the amount of A/C you need to plan for (more of either, and you’ll need more cooling capacity).

These are just the beginning of a myriad of questions the heating, ventilation and air conditioning (HVAC) provider should be asking. The rule of thumb is simply a place to start. Remember, it is very important that the HVAC company be ready to cover every contingency possible, from the extremes Mother Nature can throw at you to whether the event has theme changes or floor plan changes over the course of a multiple-day function or one-night event.

Rule of Thumb #2 Air conditioning can be rented for approximately $1 to $2 per square foot.
When getting a quote on air conditioning for an event, expect to pay $100 to $200 per ton of cooling capacity, or $1 to $2 per square foot. This will guarantee the perfect environment for the guests involved. And perfect, in this case, means consistent control of the temperature inside the tent or structure.

Keep in mind that as with Rule #1, this is just benchmark pricing and will fluctuate depending on items like delivery costs and power/electrical distribution considerations.

Rule of Thumb #3 Visit an event site of a prospective provider.
To get a good feel for a prospective partner’s capabilities, see the company in action. A visit to a site where it’s currently working will help you make sure the company has all its bases covered. You’ll be able to tell by the looks on people’s faces whether or not the temperature is right.

Rule of Thumb #4 Know how the company is going to handle contingencies.
If a standby technician is not in the budget, find out how long you would have to wait for a tech to arrive if and when something goes awry. Standby technicians can be part of the package you contract or pay by the hour or the day. Regardless of what you choose, always provide for a technician to be available at all times. If something goes wrong, “We could have a guy there in an hour” isn’t going to do you much good. Think of it as a little insurance policy against grumpy guests.

Rule of Thumb #5 Make sure the provider uses diffuser tubes or louvers that can be adjusted.
How does the provider plan to bring the air into the tent? There’s no best way because every interior layout is different, but expect diffuser tubes or louvers. A diffuser, for example, will keep a greater area at the same temperature, avoiding hot or cold spots. The key is that the provider be able to control the air, which less modern methods may not allow the company to do.

Avoid This A/C Pitfall

Air conditioning a tent is an intangible. People can’t see it or touch it, but if an event is too hot or too cold inside a tent, it’s the only thing they’ll remember. The most common mistake regarding A/C is not budgeting for it or under budgeting for it.

For instance, the job may require 100 tons of cooling capacity, but you only have enough in the budget for 50. So you sign the contract and when the big night arrives, you use up 50 tons and realize you still need those extra 50. That likely means unanticipated labor costs that become overtime rates as well as bringing in a second generator when you could have used one large one.

Moral? Be penny wise, not pound foolish when it comes to A/C.

Cooling Cost-Cutting

One of the best ways to reduce your cooling costs is by having a well-sealed tent. Here are three ways to get more for your A/C dollar:

• Keder and Roller Sidewall. This sidewall has a seal that keeps you from pouring extra money into cooling.

• Glass and Hard ABS Tent Wall Systems. This type of sidewall will also reduce A/C costs. It’s a little more expensive on the front end, but saves you money in the long run.

• Tent Doors instead of Openings or Flaps. Doors offer a tighter seal, and less air seeping in and out means more control and less waste.

3 More Ways to Keep It Cool

Air conditioning isn’t the only way to keep your gatherings cool. Here are three more ideas for creating the ultimate event space.

Mobilis Collection: Courtesy: Kool Party Rentals

Sleek Sectionals

Kool Party Rentals makes it easy to bring style to your event with its Mobilis Collection of sleek, curvy sectionals. The pieces can be grouped together or separated into cozy clusters for a cool outdoor feel, even on the hottest of nights. www.koolpartyrentals.com








LED Ice Cube: Courtesy: Taylor Creative Inc.

Ice, Ice, Baby

Don’t just chill your guests’ drinks, cool them in the LED Ice Cube-shaped drink cooler by Taylor Creative Inc. Scatter coolers throughout your event, fill them with drinks and ice, and you and your guests will stay cool, no matter what the evening brings. www.taylorcreativeinc.com




Flush Mount Vertical A/C unit: Courtesy: Production Power & Air

Cool Equipment

Sweaty foreheads and unsightly equipment are not what you want your guests to see. Eliminate both by utilizing Flush Mount Vertical A/C units by Production Power & Air. Each unit fits flush with the walls of the tent delivering the power you need to keep your guests cool, leaving you with nothing
to sweat about.
www.productionpowerandair.com