Tent and Table Rental for the 2026 City of Aurora Halloween Event

The City of Aurora, Illinois is requesting quotations for tent and table rental services for the 2026 City Hall Halloween Event at Wilder Park & Promenade on October 30, 2026, with quotations due October 7, 2026 at 11:00 a.m.

The scope requires fourteen commercial-grade, weather-resistant tents — either fourteen 10×10 tents, seven 10×20 tents, or a mix of both sizes — all connectable to one another and equipped with heavy-duty concrete weights to withstand wind. Fourteen 6-foot rectangular tables (one per tent space) are also required. Setup occurs on Thursday, October 29 from 7:30 a.m. to 11:00 a.m. or Friday, October 30 from 7:30 a.m. to 11:00 a.m., at the vendor's discretion; teardown is Friday, October 30 from 5:30 p.m. to 8:00 p.m. The event runs 3:00 p.m. to 5:00 p.m.

All pricing must include delivery, installation with concrete weights, and removal as a single total cost, exclusive of state, federal, and local taxes (the City holds municipal tax exemption). Additional charges are prohibited unless written approval from the Director of Purchasing is obtained. The award will go to the lowest responsible bidder whose offer best meets project requirements.

Insurance requirements are Workers' Compensation (statutory amount), General Liability ($1 million per occurrence / $2 million aggregate), Auto Liability ($1 million bodily injury / $500,000 property damage), and Umbrella Excess Liability ($1 million per occurrence / $2 million aggregate). The City must be named as primary, non-contributory additional insured. Bidders must complete vendor questionnaire certifications covering City terms and conditions, ethical business practices, sexual harassment policies, prevailing wage compliance, drug-free workplace standards, and non-debarment status. Questions are due October 2, 2026 at 4:00 p.m. Submissions are made electronically through the City's OpenGov procurement system. Payment follows the Illinois Local Government Prompt Payment Act, with electronic funds transfer preferred.