Why Clear Vinyl Tenting Requires Extra Care in Winter
Clear top tents and sidewalls have become a popular choice for outdoor events, offering a sleek, modern look that lets natural light shine through. They create a beautiful, open atmosphere, making them especially appealing for weddings, galas, and special celebrations. However, as temperatures drop, it’s important to consider the unique challenges that clear vinyl materials face in colder weather.
At Collective Event Group, we prioritize the success of your event and the integrity of our rental equipment. That’s why we want to share important information about using clear top tents and sidewalls during the winter months. Below, you’ll find everything you need to know about how colder temperatures affect clear vinyl and our updated policy to ensure your event remains flawless—no matter the weather.
What Happens to Clear Vinyl in Cold Weather?
Q: Why does cold weather cause clear vinyl to crack?
Clear vinyl is more rigid than standard white vinyl, which makes it less flexible in extreme temperatures. When temperatures dip below 40°F, the material becomes brittle and prone to cracking. Wind exposure further exacerbates this issue, increasing the likelihood that the vinyl will tear or split during your event.
Unfortunately, once clear vinyl cracks, it cannot be repaired. The only solution is to replace the damaged materials—a costly and avoidable issue when the right precautions are taken.
Q: Can I still use clear vinyl tents and sidewalls in the winter?
Yes, but only under specific weather conditions.
Clear vinyl materials can safely be used as long as temperatures remain consistently above 40°F during the period the tent will be on-site. However, if temperatures are expected to drop below that threshold, clear vinyl becomes a risk for damage. In those cases, we will substitute white vinyl tent tops and/or sidewalls to ensure the safety and success of your event.
Our Clear Vinyl Policy for Winter Events
At Collective Event Group, we want to ensure that your event is as memorable as possible—without the risk of unexpected issues due to weather. To protect your event and our equipment, we’ve updated our policy on clear vinyl tenting during colder months.
Here’s what you need to know:
- Clear top tents and sidewalls may only be used when outdoor temperatures remain above 40°F.
- Collective Event Group reserves the right to make the final determination regarding the use of clear vinyl materials based on weather conditions.
- If temperatures are expected to fall below 40°F, we will proactively notify you and substitute white vinyl tent tops and/or sidewalls prior to installation.
We understand that some clients may strongly prefer the aesthetic of clear vinyl, even in colder weather. If you decide to proceed with clear vinyl against our recommendation, please note:
- You will be responsible for any damage that occurs, including the cost of replacing the clear vinyl and the service call required to install replacement materials.
Snow Accumulation Policy
In addition to the risks posed by low temperatures, winter tenting also requires special attention to snow accumulation. To protect the integrity of your tent and ensure safety, it’s essential to take immediate action if snow begins to accumulate on the tent structure.
Here’s how you can manage snow accumulation on your tent:
- Run your tent heater with all sidewalls fully closed. This will help melt any snow buildup on the tent top.
- Gently sweep the snow off the tent top using a broom. Avoid using heavy tools or sharp objects that could damage the vinyl.
It’s important to note that the tent frame and vinyl are designed to support only a limited amount of additional weight. Snow removal is required to prevent potential damage to the structure.
As outlined in your rental contract terms and conditions, it is the renter’s responsibility to care for the rental items during the rental period. If you are unable to manage snow removal, please contact our office or use the emergency phone numbers provided on our after-hours voicemail. We’re happy to assist—but please note that additional labor fees will apply for after-hours service.
Why We’re Proactive About Weather Adjustments
At Collective Event Group, we believe that proactive communication is key to a successful event. Our team monitors weather forecasts closely before every installation to ensure that your event setup is safe and appropriate for the conditions.
If we foresee any risks related to cold temperatures or snow accumulation, we will proactively reach out to you with recommendations or adjustments. Our goal is to prevent any surprises and ensure that your event runs smoothly—even in unpredictable winter weather.
How to Prepare for Your Winter Tented Event
Planning a winter event requires a few extra considerations, but with the right preparation, your event can be just as magical as a summer celebration.
Here are a few tips to ensure your winter tenting experience is seamless:
- Consider adding heaters to your rental package. This will help maintain a comfortable temperature and prevent snow accumulation.
- Opt for solid sidewalls over clear vinyl. They provide better insulation and are less likely to be damaged in colder temperatures.
- Work with a trusted event rental company. Our team at Collective Event Group is here to help you navigate the challenges of winter tenting and make your event unforgettable.
Have questions about your winter tenting options?
Contact our team today to discuss the best tenting solutions for your special day—no matter the weather.
