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Corporate Marquee Hire Tips
Corporate Marquee Hire Tips
An article by Marquees Direct
Organising a corporate event can be a stressful task - overwhelming, if you've never done it before. But it doesn't have to be. Naturally the choice of venue plays a key part in an events success and will be one of the first things you will need to consider.
A marquee provides the most spectacular backdrop to an event and as marquees are bespoke structures, you have the added advantage of customising the marquee exactly to your requirements.
Branding a marquee is easy too, unlike the usual conference style venues. All walls can be printed with advertising or branding of your choice, audio-visual equipment can be set up with staging and presentation areas and the color and theme can be matched to suit your corporate identity. Quality marquee hirers will also be able to source unusual locations for your marquee, to really impress your guests.
For an intimate event a small square shaped marquee with staging for your guest speaker may be suitable whereas for a larger event such as an exhibition or annual conference you may require a larger structure or a series of structures, with divisions between areas. For the annual Christmas party why not choose an outlandish theme such as Hollywood or Moroccan complete with starlight roof and black and white dance floor to really get the party going.
To ensure your event is a success there are some key things to bear in mind:
Source a quality marquee provider
Employing a quality marquee hirer is essential for success. When choosing a supplier check to see how quickly they get back to your enquiries. If you are continuously speaking to an answer phone, think again. Check what type of equipment they hire, and always look for quality. Although price may initially attract you it may be that the equipment is old or doesn’t quite fit your specification. Always ask for photos if not already available on their website. Look for marquee providers that are able to offer a wide range of services such as lighting, crockery and dance floor hire. This shows the company is well established and will be able to assist in numerous areas to help keep planning simple.
Know your budget
Setting your budget before hand is essential in guiding your planning. This may sound like obvious advice, but vague event budgets are more common than you'd think in some office environments. Make sure you know exactly how much you expect to spend and be sure to include all the details surrounding your event when requesting quotations from marquee hirers. For example: Be clear on how many guests will be attending, explain the type of function planned (product launch, buffet, sit-down gala dinner), do you require a number of days set-up time as well as the hire? The more information you can provide at this stage the better as this will guarantee you have a clear understanding of costs from the beginning. Don’t be afraid to ask your marquee company for advice and suggestions, a good marquee supplier will work with you to find the most cost effective and suitable marquee to fit the occasion.
Always check for additional costs
A reputable supplier will always provide details of transport and insurance from the out-set (if it applies). However, on occasion specifications do fall outside of the standard pricing and these costs are not always able to be assessed at the first quotation. Booking a site visit is a good idea if you feel the grounds are awkward in any way. For Example: The ground is slightly uneven, there are objects obstructing the area (rockery, trees, steps), the area where the marquee is to be erected is on patio or other hard standing ground. If you feel any of these apply, inform your marquee provider so that they can include any additional costs into the quotation and arrange to meet you for a site visit.
Leave enough time
Many new event planners make the mistake of leaving too little time to plan an event. Leaving things until the last minute is a big reason why event planning becomes stressful for so many people. Be sure to book your marquee and equipment well in advance of your event, especially if your event is planned during the summer as marquee equipment can be booked out anything up to five months in advance.
Ask for ideas
A quality marquee hirer will be able to provide ideas and suggestions when planning your event and will have numerous contacts in related services to pass across to you. You may be looking for an unusual location or wish to theme your marquee, find caterers or florists. In any instance, however unusual the request just ask.
Get the catering right
Is there anyone in the office with an allergy to certain foods? Anyone who doesn't eat certain foods due to religious restrictions? Any Vegans or Vegetarians? You'll need to know who's coming in order to find an appropriate caterer. The number of guests attending and how you will be serving food (buffet, sit down meal) will also affect the marquee size you will require so be sure to consider these impacts when booking your caterer. Do you have enough space to offer a sit-down meal?
Once you have found your caterers ensure that they have all of the equipment they require to do the catering on site. You may require a separate catering tent as a preparation area or need to hire crockery and cutlery. Once again, a good marquee hirer will be able to supply all of this equipment to help make planning straightforward.
Hiring entertainment? Be sure to get professionals
You may need to hire entertainment for your next corporate event. If so, ask the entertainer to come in for a live demonstration. Most entertainers will have CD’s/DVD’s to send, but you'll get a better idea of their skills and stage presence in person.
The entertainment you hire can make the difference between a memorable event and a torturous one. Whenever possible, hire professionals instead of people who entertain part-time. It will make a big difference. Once you have booked your entertainment, make sure that you have informed your marquee hire company of their presence. The entertainers may require some staging, spot lights or a separate changing area.
Now that you have thought everything thing through and you are convinced that an event in a marquee will achieve your objectives. Start your planning and get an experienced supplier behind you.
An article by Marquees Direct
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