Look around you. Corporations are increasingly looking to their own property for additional meeting space.
40×60
Eureka Frame Tent on Blacktop with 20×20 Breakout Tent with Buffet
Metal Stamping Factory York
Left, 40×80 Tent with
Topp Portable Air Conditioning, seating and stage
Right 40×60 Tent for Luncheon
Tents are an excellent way to create additional space. The size of the tent is dependent on what you are trying to accomplish. Most meeting tents are used for short gatherings, for a period of 2-4 hours. But for activities like company-wide safety training or new product introductions, which could disrupt daily operations, a tent could be a great asset. Over a 10 hour period, the entire staff could be split into 3 or 4 groups, allowing your business operation to continue un-interrupted while the meetings are conducted. At one such event held last spring, one company scheduled 6 meetings over a 3 shift – 24 hour period. Over 2100 people saw the same presentation made by 2 different teams.
Sizing the tent
Consider what you will be doing under the Big Top:
Rows and Aisles of seating for how many people
distance from stage; sight lines
Stage plan
size; height; steps; skirting; decorations/colors
Audio
PA system; music; sight lines; ambient noise (highway/industrial)
Lighting
house lights; stage spots; decorative lights; projected Logo on tent roof
Presentation Aids
front or rear projection screen; TV Monitors; white board or easels
Food Service
buffet; beverage; seating or stand up
Heating or cooling requirements
heat; sidewall; doors with closures; generator; cooling units
Security
If you can answer the above questions, a good Event Specialist can size the tent and design the layout as it relates to your needs.
60 x 90
Anchor Century Tent staked on Blacktop
Plan a Site Visit by the major vendors.
The Party Rental Store will see more than you realize. Things like, where does the water go in the rain; electric source options; pedestrian flow between the facility and the tent; how it will effect your continuing operations and trucking; how to make the event safe; and any ADA compliance issues. The Rental Store should help you anticipate the needs of the other suppliers.
Determining which Event Companies to use:
If you do not have an existing relationship with services such as caterers, rental stores or production companies, you can shop them out yourself. Or you can turn to a Professional Event Planner. Event Planners can give you a turn-key event, contracting most or all the vendors. They will typically be on-site for the planning processes, and for the duration of the event.
You can also be your own contractor. A Party Rental Store with a large corporate client base will usually have all the contacts and experience to provide a list of specialists, and/or introduce you to the players.
Ground Breaking Ceremony
Carlisle Regional Medical Center on Blacktop
Close up of
Granite Stage, Podium, Sound System, & Dignitary Seating
Ask for References
As with any service company, you should be able to see testimonials and pictures or obtain references from customers who have held events of a similar nature to that which you are planning. Don’t hesitate to visit the major vendors to see if there people are professional, and the facility and product is handled professionally. There is nothing worse than to walk out 4 hours into the installation, and find the vendor is not bringing the quality you expected based on the price and sales presentation.
Meeting Tent with Effects Lighting, seating , stage, podium
Premier Production Service
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