Archive for December, 2008
Wednesday, December 31st, 2008
In part two of Tents 101 we’ll continue to share how to make a tented event successful.
. TENT FINISHING TOUCHES . think about the possibilities :
Get colorful. Seeing black, clear or colored fabric is becoming more and more common. Just keep in mind that custom colors are significantly more expensive than in stock colors (especially if it’s a unique color that likely won’t be rented again). Another, less expensive alternative to adding some flavor to the outside of a tent is to use decals or large format banners.
Accessorize. Remember that you’re working with a blank canvas. This opens up limitless possibilities from a design standpoint. Just look at what designers like Preston Bailey have done with tents. And even if you don’t have a Preston Bailey budget, there are a few tricks that can add drama to a tent with minimal investment :
Draping is commonly used in tents. I’ve blogged previously about Printed Velon, an alternative to traditional fabrics, that allows you to drape a space with patterns or prints.
Recently Sarah Bradley of Being Social blogged about using projections inside of a tent.
Gutter it. Oh, and here comes the practical again. If you have multiple tents that you want to connect to create one space, don’t forget the gutters! There’s nothing worse that trying to get from one tent to the other in the rain and getting wet because the tents weren’t connected with gutters.
. HVAC . tents have unfortunately gotten a bad rap because many a planner have decided temperature control is not in the budget.
Investing in HVAC (heating, ventilation, air conditioning) is a must-have at most times of the year, depending on where your event it. I have been at an event in Toronto at the end of March that had no heat. It was an extremely important fundraising event and unfortunately most of the guests left before the live auction finished. They were freezing to death. Most unfortunate.
Don’t forget the fans. Another thing to consider is that even when you have HVAC, often fans are needed to circulate the air (this is especially important when using heat). As we all know, heat rises. In the case of a tent, which is not seal-tight (heck, even our homes are not seal-tight) some heat escapes and much of the heat rises and gets trapped in the roof. Fans act to push the heated air back down to where the guests are.
Power it. Think about how you’re going to power your HVAC unit. In many cases, a tent is not located near a power source, so power will need to be brought in.
Greenhouse effect. Lastly, also keep in mind that the type of fabric you use on the tent will affect the temperature. White fabric has the least effect on inside temperature. Clear fabric acts very much like a greenhouse. Sunlight gets in throughout the day and warms the air inside the tent. Black (and other dark colors) absorb the light and heat the air in the tent as well.
. SAFETY . safety should be paramount for you, your suppliers and your guests.
Locates. No tent should be erected without following the proper protocol. That includes obtaining a permit when necessary, scheduling an engineer site review when necessary and performing locates (when staking into the ground). Locates are done by a third party contractor to mark out where utilities are underground. This ensures that when a stake is driven into the ground it won’t puncture a cable line…or worse, a gas line.
Accessibility for special needs. Think about wheelchair access or, if you’re holding a family event, strollers. This will influence whether you need special needs washrooms, wheelchair ramps, etc.
Emergency Exits. A must have at any event (emergency exit plans will be reviewed when you apply for a permit).
Fire Extinguishers. Your tent company should offer you a safety package for an event. This would include exit signs and fire extinguishers.
Egresses. Don’t forget about emergency egresses. These allow space for personnel to access your building in case of emergency and provide space for evacuation.
…and enjoy your event!
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Tags: Event Tents
Ted Krukel, the slightly crotchety but always insightful and entertaining writer at BizBash.NY has written an interesting prospectus about tents. Ted is a refreshing addition to the world of event publications. If you haven’t read his stories over at BizBash, I’d highly recommend that you start.
He lays out a few very good pointers on what should be considered when using a tent. One of the most important things to remember is that you are constructing a temporary building. The advantage is that you can hold your event in a meaningful and often show-stopping spot : a backyard, the deck of a ship, a rooftop, a pier, a fully operational airport. But with any construction, careful consideration needs to be paid to the logistical details.
. SITE SELECTION . a good tent company will work with their clients to either recommend a site, based on their event needs, or help them choose from a few shortlisted sites. Things to consider :
Access to the site from nearby roads. This is not only important for the people installing and removing the tents, but also your guests. How will your guests get from where they park their car to the tent. What will you do to make the trip an experience?
Ground grade. If the surface is not level, you need to seriously consider flooring. The last thing you want to see is guests toppling over because 2 of their chair’s legs aren’t touching the ground. You also need to think about rain. The natural law of physics is that rain water will roll down hills and puddle in valleys. A good flooring system will save your guests from having to buy new shoes.
Ground surface. Will you be erecting the tent on grass, on gravel, on a wood deck, on a rooftop or on asphalt? There are actually a few things you want to keep in mind when you answer this question. First, the standard way to secure a tent is with stakes. But in many cases you can’t uses stakes (i.e. concrete). The alternatives are weights and ballasts. If you’re using concrete weights or water barrels, for example, they are large, heavy and can be quite an eyesore. If they’re needed, discuss with your tent company where they will be located. And, come up with a plan to hide them as best as possible.
Another thing to consider is if you are placing the tent on grass, what type of soil is underneath the grass. Some soils are exceptionally porous, which spells trouble if it rains. Stay away from sites that turn into a sponge after a rain. Often times it takes days for the ground to dry.
Surroundings. Take note of what is surrounding your site. Are there elements you want to play up (such as a lake, a building or a landscaped garden)? If so, consider using clear wall or roof fabric. Or, if you have the budget, use glass walls.
Weather. I can’t tell you how many times we’ve come across clients who don’t consider the weather. I’ve already talked about rain, but there are many other types of inclement weather to think about.
Snow – Most tents are not snow loaded. Therefore, you will either need to ensure the tent is heated for the duration the tent is installed -and/or- you’ll need to have a snow watch plan in effect to clear any snow from the roof of the tent.
Wind – A windy day can spell trouble for a tent. Using a durable type of tent can help (see ‘Tent Type’ below). Other ways you can avoid your tent flapping away : select a location that is protected from wind, use tent walls and ensure you’re working with a reputable tent company who understands minimum weight requirements for securing a tent.
. TENT TYPE . there are 3 main types of tents ~ each with their own advantages and disadvantages :
Pole tents are the most economical option and probably the first thing people think of when they imagine a tent. They are easily identified by their high peaks, interior poles and are held down using guy ropes and stakes. Some tent companies love them because they’re very easy to put up but they are also have a reputation for not being very reliable in inclement conditions.
Frame tents use a more solid frame, require no external guy ropes (and minimize staking as compared to pole tents) and have no internal poles.
Clearspan tents are engineered modular structures with no internal poles or external ropes. Wall and roof fabric fit within the frame’s keaters for a very professional look. They can also be retrofitted with glass walls, hard walls, doors and other elements that give the structure a permanent look.
. TENT SIZE . get what you need, not what the rental company owns. Yes, it’s true ~ I’ve come across a few horror stories where tent companies undersell the size of tent required for an event because that’s what they have in inventory.
General rules of thumb : Step one…
Cocktail Service {little to no seating provided to guests} . Allow 10 to 12 sq/ft per person
Buffet Service {seated at round tables, no wait staff} . Allow 13 to 14 sq/ft per person
Full Service {seated at round tables, with wait staff} . Allow 15 to 18 sq/ft per person
Calculating the size of tent you need. Once you’ve figured out how much space you need based on the number of guests, you’ll also need to consider other interior elements :
Dance Floor Sizing . A good rule of thumb is to build a floor large enough to accommodate one third of the guests dancing at any one time. Allow 7 sq/ft per person for dancing.
Buffet / Dessert Tables . A standard banquet table is 30″ deep by 4’, 6’ or 8’ in length. When allowing space in the tent for a buffet station, multiply the expected table length (4′, 6′ or 8′) by 10’. This will give servers 2’-6” of spacing behind the buffet to serve guests and 5’ in front of the buffet for the expected lineup of guests (in addition to the 2′-6″ table depth).
Bars . As with Buffet stations, allow for 10’ in depth x the length of the bar. A single Bar is usually 6’ long and a double bar is 8’ long. I would recommend one double bar for every 85 guests.
Ceremony or Row Seating . For wedding ceremonies or public assemblies, you must allow for the chairs, space between the rows, aisles, and the space required for the podium and / or stage. The suggested allowance is 8 square feet per person
Some of the most beautiful events I’ve been to have been within a tent. It’s not only important to work with a reputable and experienced tent rental partner, but also to know the basics. Stay tuned for part two of tents 101.
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Tags: Event Tents
Felt is such an interesting fabric. It has great texture . it’s durable . and, it’s versatile. Just a few of my favorite felt things…
(clockwise from top left)
. Hisano Taki creates the most beautiful wearable art using felt
. Papaver Vert felt vases via Joshua Stone
. One of the coolest products I’ve seen in a long time…these felt pieces fit together to create virtually anything your heart desires . via Andoo (see examples on his website)
. Felt rocks via Molo Design
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Tags: Products
Sharpen your pencils…it’s time to mark your calendars. 2009 should be choc full of great events, for those in events. Below is a recap of events for 2009. **New** . You’ll also note that a calendar of events has also been added to the sidebar bottom of the blog.
January
. 21 . Winter 2009 Blogging Bootcamp . Mesa, AZ
. 28-30 . The Special Event Show 2009 . San Diego, CA
February
. 11 . Toronto BizBash Event Style Expo . Toronto, ON
. 22-26 . Catersource Event Solutions 2009 Conference & Tradeshow . Las Vegas, NV
March
. 25-27 . CSEME Tradeshow & Conference . Toronto, ON
April
. 7-8 . Eventology 2009 . Indianapolis, IN
. 27-29 . Event Marketing Summit . Chicago, IL
June
. 11 . Los Angeles BizBash Event Style Expo . Los Angeles, CA (submit for the Event Style Awards)
August
. 6-8 . ISES Eventworld 2009 . San Francisco, CA
. 10-11 . Special Event Bootcamp . Toronto, ON
. 20 . Chicago BizBash Event Style Expo . Chicago, IL
October
. 21 . New York BizBash Event Style Expo . New York, NY
If you would like an event added to the calendar, please email me at proud2bee {at} canada {dot} com.
header photo via i heart linen
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A sneak peak at my wedding 8 . 16 . 8
. sun .
. $500 wedding dress .
. style .
. giggles .
Birdcage veil and pouf by Etsy designer Twigs & Honey (by Myra Callan)
All images by the supremely talented Patti Miller Photography
…more to come
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A big congratulations to my fellow Canadian bloggers who have been recognized by Canadian House & Home as ‘Canadian Design Blog’ favorites. These 4, very worthy, haute bloggers are a must-have in your reader…
To read more, check out this article.
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First, I would like to say a big THANK YOU to all of my loyal readers! 2008 has been a pretty incredible year for me –
. got married
. got the Spirit of the Industry Award
. got to tour Europe for a month
. got out of blogging, but then got back into it,
and you’ve seen me through it all!
I’m back in full bloggin swing and I’m prepared to enter 2009 with a bang ;-)
As you can see, there’s a new look and feel to the blog. I’ve also registered a new domain: www.ready2spark.com, so please update your readers. Lastly, I’m working on bringing in a special guest blogger…but I’ll update you on that later.
For now, I just want to say thanks and wish you all a very happy holiday season!
xoxox
Lara
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Tags: just for fun
