All posts tagged Outdoor Events

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All About Tents and the Importance of the On-site Walk-Through for Outdoor Events

Written by EventQuip on September 12, 2011 in Equipment, News & Updates, Tenting Tips, Weddings - No Comments

The importance of a site inspection or walk-through of the property to be tented is crucial to the success of the event.  One of our tent specialists will accompany the client, as well as their wedding planner and/or event designer on a comprehensive tour of the grounds to envision how the event will unfold.  Although specifications are not final and will likely morph and change as the planning process continues, at least every logistical challenge is reviewed and processed to ensure an accurate plan and project cost is submitted on the event.  At EventQuip, we believe in knowing as much party planning detail up front as possible.  That, in turn, enables our sales team to provide the client or event planner with the appropriate information and guidance to allow them to make the best decisions for the party.

So grab your note pad, pen and camera and let’s go!  We’ll walk the area with you as the guests would experience the event to uncover all possible concerns/issues along the way, such as:

  • In what manner will the guests arrive?  their own car?  by bus? is there space for cars to pass each other? do we need to provide a tent and/or marquee walkway that gives the guests coverage from rain as they depart their vehicles?  is light needed in these areas to help guests at the end of the night?
  • Where will guests first touch the ground? Is the ground level and hard? or are porta-pathways or custom-built stairs needed to allow guests a safe entrance-way?
  • Are there any disabled guests that would require a ramp for entrance to the event?
  • Where will the party, wedding or event take place?  on an existing terrace? on the lawn? in a field? on a tennis court? in a parking lot? over a pool?
  • Will the event take place on the grass/ground as is? or will a subfloor be needed to level off the floor and offer protection from soggy terrain?
  • Is it a seated dinner? a cocktail style event? will there be food stations, buffets or bars?
  • Is there a lounge area that needs to be placed under the tent? or just outside the tent?
  • Where will the entertainment be placed? do you know how much space they will need? is a green room tent required?
  • Will there be dancing? is a dance floor needed and if so, where will it be placed?
  • Where will your food vendor or caterer set up their kitchen or kitchens?  What is needed for them:  water, power, equipment, trash, lighting? does this are need to be floored?
  • Is there an after-party?  Where do you envision this happening?  Do you want to rent a separate tent for it or reuse one already installed?
  • What restrooms will guests use during all portions of the event? Are portable restrooms needed?  is there easy accessible water or is a self-contained restroom trailer required? is a tent needed to hide the potties?
  • Are there any “ugly” spots or eye-sores that need to be hidden or disguised; such as septic tanks, A/C units, old sheds, etcetera.?
  • Does the landscaping company or gardener need to be consulted on decorative improvements before the tent installation begins?
  • Are there landscaping issues that need to be addressed prior to tent installation? such as tree branches overhanging the access road, or where the tent will be installed, or irrigation systems buried in the lawn, etc.
  • How much power is available on-site?  Are generators needed?  How many and where will they be placed?
  • Is there a concern for climate/temperature control?  meaning, will heaters, fans or air-conditioning units be needed?
  • Where will the water go? What are the additional severe weather control measures in place at the site?  tent sides around the tents?  gutters?  additional marquees and tents set aside?
  • Bug off! Will professional pesticides be needed to control the mosquitos in the event area?
  • Are there any domestic pets that need to be secured away from the noise and construction area for the animal’s safety? (as well as the workers)
  • What is the access to the site?  How will that impact or correspond to the setup time required?
  • For access during inclement weather, will road ply be needed to prevent turf damage and work disruption?
  • Where will all event staff and crew members be permitted to park their cars, trucks and vehicles while they install tents?  Can heavier machines be placed in a safe area near the site?
  • When does everything have to be removed and cleaned up?
  • Where will garbage and trash be taken during the installation, while the party takes place and after the event is over?  is a dumpter needed on property? and will it need to be hidden in a tent?

For more information and tenting tips take a look at our post on Tenting at Home.  Otherwise, our Tent Specialists would be happy to schedule an on-site walk-through at your home or event venue to best evaluate the rental equipment needed for your next party.  215-368-6700.

Tenting at Home: What Challenges to Expect from the Unexpected

Written by EventQuip on September 5, 2011 in Sailcloth Tents, Weddings - No Comments

At one time or another, everyone considers the idea of hosting a tented event at their home. Why not? Tents can serve as an extension of your home allowing you to entertain larger numbers of family and friends in a personal, outdoor setting. While the ending result is as romantic as you envisioned, if not more so, the process of installing tents in your backyard can be far more complicated than you ever imagined. In fact, at times your home may resemble a construction site. But trust us when we say these complications are well worth the challenges they pose when the finished product is truly magical!

Our suggestion is to go in with your eyes wide open to some of the issues you may face when tenting at home, such as:

• Space: Not every backyard can accommodate a tent or collection of tents. Knowing what your space limitations are in relation to your expected guest list is important to ensure you are building an appropriate tented space.

• Cost: Tented weddings tend to be more expensive than indoor celebrations. It’s based on time and materials. Be forewarned. More than likely, the bill’s going to be more than if you hosted your event in a hotel ballroom.

• Permits & Local Ordinances: For the most part, no matter where you live, you’ll need permits and fire department inspections to install a tent on your property. You may also need to check on noise ordinances to avoid issues with your neighbors.

• Utilities: Knowing the locations of your irrigation systems, landscape lighting, septic beds and underground utility lines are crucial to avoid disruption or personal harm.

• Weather: You can’t control what Mother Nature brings but you can do your best to take precautions to keep your tented event area safe and dry. Such as building a raised floor off the ground, adding side walls to keep rain from running into the tent, heaters to add warmth, fans to keep air circulating, air-conditioning units to cool entire tents down.

• Time: Installation and removal of tents always takes longer than a homeowner anticipates. Either due to the complexity of the build, access to the property or weather delays.

• Damage: Some damage or wear-and-tear on your property is inevitable. Installing tents means your lawn will be deprived of light and water for several days, your shrubs and trees may be pushed or bent, and heavy vehicles may leave deep marks on pathways and driveways. However, have no fear, nothing that doesn’t bounce back quickly or isn’t easily fixed after the event.

For more information about tenting-at-home, we invite you to contact one of our Tent Specialists at 215-368-6700.

[Photo:  Rachel McGinn; Decor:  Evantine Design]

 

Simple Elegance, EventQuip Now Offers Sailcloth Tents for Events

Written by EventQuip on August 8, 2011 in Sailcloth Tents, Weddings - No Comments

Tents today can be as simple or as elaborate as you desire.  Trust us when we say we’ve seen and done every style!  However,  over the past couple of years, the classically simple, nautically-inspired lines of the sailcloth tent have become a popular party favorite.  Favored by today’s savvy brides and special event planners for their streamlined design and translucent fabric, sailcloth tents bring a lightness and elegance to any outdoor celebration.  Although we enjoy installing fully-enclosed structural tents that can serve as your own private air-conditioned ballroom, there really isn’t anything like the open, airy, light as a feather experience of a sailcloth tent. Whether you’re enjoying a waterside vista in warm natural light or dancing the night away under the glow of the big top, sailcloth tents provide a weather resistant outdoor room that no one will forget.

EventQuip is happy to announce we now offer the rental of sailcloth tents in a variety of sizes for events, weddings and parties. But let’s not forget those finishing details! No sailcloth tent is complete without celebratory pennant flags flying at every peak.  Flags can be ordered in a wide range of colors or custom-designed with your logo or company brand to personalize the event in an original fashion.  We also offer stained wood center and side poles which lend a natural or vintage styling to these beautiful tents.

For more information about the styles and types of sailcloth tenting we offer, or to discuss your event in further detail, please contact one of our Tent Specialists at 215-368-6700.