What you most likely remember about a party is the decorations, food, dancing and fun. But what about all the work that takes place after the party to clean up and return the venue to its original state? Luckily this is the part that you don’t often have to worry about! However, it’s still interesting to take a behind the scenes look at what really goes on once the music stops and the guests head home.
Our event professionals are experts at quickly tearing down and packing up our rental items and carefully clearing the venue so that it looks just as it did several days ago before the party took place. This isn’t something just anyone can achieve successfully; it takes organization and teamwork to pull it off in the time frame we adhere to. So just how do we get it all done? Here are the answers to the most commonly asked questions about our set-up and tear-down process
When does set-up and tear-down occur?
For most of our special events that occur on a Saturday, we set-up the tent and other rental items on Friday. This provides the designers, caterers and other event professionals plenty of time to also set-up the space how they need it. If it’s an exceptionally large production, we may come in as early as Wednesday to ensure our team has enough time to complete a top quality installation well in advance of the event.
As for tear-down, we typically come in the day after the event. Most parties run late into the evening and it’s neither feasible nor necessary to tear-down the same night. This also allows guests to enjoy the space as long as they want that night. If it’s at the request of the venue to tear-down earlier, we can accommodate this as well.
How long does it take?
How long it takes to tear-down a site depends upon how much inventory we have there. However, the tear-down process moves much quicker than the installation. For an average wedding including a tent, tables and chairs for 150 guests, we can clear the site of all of our inventory within 5 to 6 hours. This may seem like a large time commitment, but thanks to the latest technology, like TentOX™, this is an impressive time frame to complete this large undertaking!
How do we care for the property?
Returning the venue back to its original state or better is one of our main goals when producing an event on a customer’s property. This begins well in advance of the event with an initial site visit from one of our installers or sales staff. We layout where everything will go, identify access paths to the site and make note of rough terrain such as hills, stairs and landscaping.
If not thought out in advance, the use of heavy equipment can be very damaging to the grass or blacktop. We put special care into planning ahead for how we can minimize such damage. For example, if there has been heavy rainfall, we will lay down plywood to preserve the grass. Also, when selecting our equipment for material handling, turf tires are a must. If we have to drill holes into a blacktop surface for the stakes, we will plug each hole with sand and tar to keep the surface from cracking during the winter months. And if we are required to weight the tent, we place rubber mats under the weights to protect the concrete/blacktop/pavers from being scratched. While these steps are part of the planning and set-up process, they directly impact the tear-down and the condition in which we leave the site.
How do we care for our customers?
Finally and most importantly is caring for our customers during the set-up and tear-down process. For many of our events, they are on private property that is valuable and sentimental to our customers. We try and put ourselves in their position. How would we want our own property treated? What would we likely stress about and how can we alleviate this for them?
For our weddings, many of our customers leave for their honeymoon the following Sunday or Monday. We don’t want them to worry about a single part of the tear-down and cleanup process. We want them to relax, have the time of their lives and return home to their property just the way they remember it – with of course an additional great memory of the recent celebration!
What else have you always wanted to know about the tearing down and clean-up process we provide post-event? Ask a question and we are happy to answer!