Renting an outdoor air conditioner for events: What to know

A highly successful outdoor event requires planning down to the last detail, including climate control. The best event in the world will be less enjoyable if guests are hot and sweaty. Warm temperatures also create a risk of heat illness. Portable outdoor air conditioners for events can be critical, especially for event tents and other enclosed or partially enclosed spaces.

When it comes to AC rentals for events, you have two types of units, and many sizes, to choose from. United Rentals can help you explore solutions for your event site and your cooling requirements. The temporary power team can provide information on power and distribution systems to keep power flowing to the ACs—and all your other electric equipment.

When to consider an outdoor air conditioner for an event

Portable air conditioners are a smart choice for outdoor events when the weather is hot and humid and you want to cool enclosed or partially enclosed areas such as:

• Guest tents
• Medical tents
• VIP lounges
• Large backstage areas
• Food storage areas

They are commonly used during fairs, festivals, concerts and weddings.

If your event is taking place mostly in the open air, if the temperature is warm but not extremely hot, or if your climate control budget is limited, consider using fans, misters or evaporative coolers to create cooling stations instead of using air conditioners.

Types of outdoor air conditioners: Portable ACs and spot coolers

For true air conditioning, your choices come down to portable ACs or spot coolers, or a combination of both. Each has its advantages.

Portable air conditioners and mobile HVAC units

For large enclosed tents and temporary structures, a portable AC may be the best bet for significant cooling. This 12-ton indoor/outdoor portable AC, for example, sits on wheels and removes up to 12 tons of heat per hour, with an air flow of 5,500 cubic feet per minute (CFM). It’s large enough to cool a well-insulated tent of 1,200 square feet.

Some portable AC units call for a three-phase power circuit. If power is not available on site, a generator can be used to power the unit.

If the event requires both heating and cooling, consider an industrial air conditioner that features both air conditioning and heat. This low-noise 10-ton air conditioner with heat removes up to 10 tons of heat per hour. After ducts are installed, the unit can be easily switched from cooling to heating when the temperature falls in the evening.

Portable spot coolers

Smaller and less expensive than typical portable ACs, spot coolers are ideal for cooling targeted areas such as:

• VIP tables
• Buffet lines
• Dance floors
• Small backstage areas
• Vendor stalls

They are fast to set up and can be rolled to another location as needed.

What are spot coolers? These self-contained portable cooling units plug into a standard power outlet or a commercial outlet depending on the size. Air-cooled spot coolers, the most common type, use a condenser and an evaporator to cool the air.

Like a traditional AC, a spot cooler also dehumidifies the air. You’ll need to empty the water bucket or use a drainage hose to drain the water to the outside. If the spot cooler is placed inside an enclosed tent, you’ll need a duct to exhaust the hot air.

“Spot coolers are great for events if you have a tight budget but want to provide cold air for your guests,” said John Wheeler, market sales manager for Climate Solutions at United Rentals. “The cold air created by these machines can be pointed right where it is needed.”

How to size your event air conditioner

The outdoor AC unit size you need depends on the size of the space, how many people will occupy it, whether the space is fully or partially enclosed, the material of the tent or other temporary structure and whether the enclosure is sitting in full sun or shade.

As a general rule, for a traditional AC unit United Rentals recommends 12,000 BTUs (1 ton of heat removal per hour) per 100 square feet of enclosed event space. Consider sizing up for an especially crowded space, a partially open space, a space in full sun or a poorly insulated structure.

For spot coolers, sizing is not based on square footage but on the air flow (CFM) needed to spot cool a specific area. Spot coolers remove anywhere from 1 ton to 5 tons of heat per hour. A 1-ton unit can cool a person working at a station. A 5-ton unit or even a 12-ton unit might be needed, with proper ducting, to provide enough cold air to flow across a large stage.

The best way to size your event air conditioner is to work with a trusted temporary HVAC provider.

“United Rentals has the capability to cool or heat tents of any size,” said Wheeler. “Our team of experts can work with you to determine the appropriate size heating or cooling unit needed to help your event be a success.”

United Rentals: Your one-stop partner for event solutions

United Rentals offers a full suite of climate products for events of any scale and can help design and install custom cooling solutions. Our team can assess the venue and consider the number of guests you expect to help inform your decision. Onsite support and 24/7 availability provide peace of mind and help ensure that urgent or last-minute needs are met.

Consolidating vendors can make the job of an event organizer or venue manager easier. United Rentals offers not only event air conditioning rentals but also power generation equipment, temporary fences, portable restrooms, lighting equipment, storage containers and more, with an unmatched breadth of owned, well maintained and readily available inventory.

Browse our large selection of portable air conditioning solutions for your next event or contact the Climate Control team for help.