Author: Amazing News Editor

Indoor luxury in an outdoor venue – it is possible!

Thursday 10 July 2014 by Amazing News Editor

Outdoor venues such as event tents and large marquees make fantastic venues for professional events such as conferences, exhibitions and trade shows. They’re also good for corporate events, such as team building days, training programmes and networking events.

This kind of venue offers something a bit different to the normal kind of venue. A large tent can be placed practically anywhere where there is space for it, it offers a taste of the outdoors and the chance to use outdoor space while also offering shelter from the elements.

However, an outdoor venue also offers more complicated challenges than a standard indoor venue. For example, toilets and other facilities, power, heating and lighting and other things we take for granted in buildings. With a little creative thinking and the help of some well-chosen experts, you can overcome these challenges and add a touch of indoor luxury to your outdoor venue.

Flooring

This is one of the most common issues raised when choosing an outdoor venue like an event tent for a conference or exhibition – what happens about flooring? You don’t necessarily want your guests and visitors walking on grass or concrete, but what other options are available? The good news is that there are lots of different things you can do to create a proper floor in your outdoor venue, including laying marquee flooring. Specialists in professional outdoor events will be able to advise you on temporary flooring solutions that clip, snap or otherwise fit together, so that a floor can be installed very quickly across a large space affordably.

Toilets

You have two options when planning bathroom facilities for your guests. The first is to site your event tent near a building which already has toilets, or ask a nearby business if they could allow access to their facilities. The second is to install temporary toilets on the site – these don’t have to be horrible festival toilets though, as there are better quality options available.

Power

Depending on the size of conference tent you choose, you’re going to need to use a generator or other temporary electrici ty supply to power your event. Again, this is where you’ll need to speak to a specialist, to make sure your power supply is both reliable and safe. Luckily, venues such as SaddleSpan tents are designed to be wired up for lighting, heating and sound, leaving plenty of space for safe and efficient power solutions.

Decorations

Holding a conference or exhibition in an event tent doesn’t mean that you can’t decorate and furnish the space just as you would in an indoor venue. In fact, there are even more opportunities to unleash your creative side and give the space a complete makeover to suit your event. You can design the space, furnish it, add accessories and decorations, banners and exhibition stand, so that your guests get the full ‘wow factor’ as soon as they walk in.

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7 Tips For Conference Success

Tuesday 01 July 2014 by Amazing News Editor

If you’re planning a conference, you’ll know just how important it is to get everything just right and to create a professional event that runs year after year. If you want to attract industry leaders and really make a name for your event, you’ll need to know a few crucial tips.

What makes a good conference?

There is not one, but 7 keys to conference success. Simply get the following right and you should have something really solid to build on next year:

1. An accessible, central location. The easier you make it for as many people as possible to attend your conference, the more will come – it’s as simple as that.

2. Clear signposting and scheduling. It’s very important that everyone know what’s going on at any one time and how to find the seminars and sessions they want to attend. Make your event easy to understand and easy to navigate – you can do this by planning the space properly (i.e. dividing your conference tent into zones), providing clear scheduled and highly visible signposting.

3. The latest technology. It doesn’t matter what industry you’re in, your conference needs to be ahead of the game and this means using the very latest technology. Do some research and perhaps bring in an expert to help you integrate technology into your conference – this will definitely get it talked about, if nothing else.

4. A great theme or unusual venue. Standing out in a crowded conference market can be tough, especially if you’re aiming at a very competitive industry. If you want the elite of business leaders to choose your event, you need to give them something a bit different. Choose an unusual venue like an event tent, or go for an attention-grabbing ‘zeitgeisty’ theme (but don’t go too wild or you’ll lose the sense of professionalism you’re aiming at).

5. Attract the best speakers. Whatever you need to do to get the crème de la crème of guest speakers at your event, do it. Even just a short lecture from an industry leader or respected expert will do wonders when it comes to filling up your guest list, and it will help you publicise your event.

6. Dedicate time and space to networking. This is one of the main reasons why people go to conferences – so that they can make valuable business contacts within their industry. You need to dedicate a specific zone to networking (this is a lot easier when you have a modular space such as a TriSpan event tent with its three defined sections) and encourage it throughout the conference. Leave enough free time within the event for networking – don’t fill your schedule with wall-to-wall seminars and speakers.

7. Make your conference interactive. No one will be engaged if they are sat listening to someone else for the entire event – you need to encourage debate, discussion, interaction and contribution. Have these aims in mind when planning every part of your event, as people who feel valued and stimulated are always likely to return to your conference again next year.

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How to create and manage zones in your conference tent

Wednesday 25 June 2014 by Amazing News Editor

SaddleSpan tents are great venues for conferences. This kind of tent can be sited in virtually any location in the UK where there is enough space, it has plenty of room for all delegates and importantly – it offers something a bit different to people who have been to a lot of conferences.

Can everyone hear me at the back?

There can be a few issues with event tents for conferences if you don’t plan the space properly. With a large number of delegates and one speaker at the front, it can be difficult to properly engage everyone, especially those sitting at the back. It can be virtually impossible to get a discussion or a debate going with so many people all in one place, so you’re going to do something different with the space.

Another potential problem involves trying to create a little variety with your event. If you want other speakers/sessions/meetings to take place at the same time as the main speaker, you might find that these are dominated and interrupted by the main event, which takes place in the bigger or central part of the venue.

The solution? Create zones

One of the main benefits of SaddleSpans for conferences, apart from the space and the fact that they can be located anywhere, is that they can be configured and reconfigured to suit your needs. These tents are modular, so they can be added to and redesigned in the best way for your conference. This makes creating zones far easier, as you can site different sessions and events in completely different parts of the tent. For example, if you hire a TriSpan tent, you can use each of the three sections for different things, with perhaps the showcase event in the very centre.

You can create:

• A conference area, a breakout space and a refreshment room
• A seminar, a keynote speech by a guest speaker and a networking space
• A multi-industry event, where each of the three sections is dedicated to a different but related industry
• Video conference, teleconference and face-to-face conference spaces
• One central, 360 degree focal point, with seating in each of the three sections of the TriSpan facing the central stage

The options for multi-zone conferences are practically limitless. However, it’s up to you to clearly define and manage each zone. Here are a few tips:

• Clearly mark and define each zone – delegates need to understand how the space works to get the most from the event
• Link zones together – while defining each zone, remember that each is part of the same conference, so it needs some connection with the other zones and the central point
• Leave space for breakout and refreshment areas, as well as welcome and reception facilities – it can’t be all business, all the time, after all
• Don’t forget about networking! This is one of the main reasons many delegates will be attending the conference, so give over a generously sized area and make every effort to make networking easier.

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Wired for sound – preparing your Saddlespan tent for audio

Tuesday 17 June 2014 by Amazing News Editor

Saddlespan tents are ideal for events where sound is a major factor, whether it’s live music, PA systems or other audio. The unique saddle shape of the design, curved in all the right places, means that they can provide exceptional acoustic quality.

However, to turn an empty event tent into an amazing music venue, you need to do a little preparation.

Live music

Saddlespan stage covers are perfect for gigs and festivals, and musicians are always impressed by the sound quality these tents can offer. To set up a stage cover ready for amazing sound, you’re going to need a professional lighting and sound team. They will have the expertise and experience, as well as the equipment, to give you a professional setup. It’s a good idea to call in your sound team at the same time as hiring your event tent, as you don’t want to end up with the venue without the sound, or vice versa.

Bars and DJ booths

If you’re creating a bar with your tent, you’ll find that you have plenty of space for a DJ booth. Make sure you plan out the space properly though, leaving enough room for all the equipment you’ll need to fit in – whilst still ensuring the space looks the way you want it to. Remember that you’ll need to properly cover or hide your wires and cables, as they can be a health and safety hazard as well as making the space look cluttered and unprofessional.

PA systems

Just like with stage covers, the framework of Saddlespan tents is setup for sound and lighting equipment. You can easily fit in all the PA speakers and equipment you need, and much of it can be attached at ground level so that there’s no need for dangerous installations at height.

Microphones and speeches

Event tents are often hired for weddings and other personal special occasions. If you’ve got such an event coming up, you’re going to need microphones for your speeches. This is easily achieved, especially if you hire the right equipment (tip: cordless microphones are a good idea, to save wires trailing all over your venue). However, if you’ve got a very large tent for your wedding, birthday or anniversary party – you’ll need to make sure your sound levels are carefully judged so that all your guests can hear everything.

Top tips for getting your event tent ready for sound:

• Make health and safety a priority – just like with lighting, you need to follow all regulations and carry out risk assessments when it comes to using electrical equipment for sound
• If in doubt, use a professional sound engineer – or at least consult one!
• Cover your wires – don’t leave it to the last minute or you could end up with potentially dangerous loose wires.
• Have a backup plan – what will you do if the power goes out, or a vital cable goes missing? Make sure you have a ‘plan B’ just in case the worse should happen.

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7 amazing fundraising events you can hold in a tent

Tuesday 10 June 2014 by Amazing News Editor

 

When some people think of fundraisers, they think of musty old village halls and rubbish raffle prizes. A creatively-minded fundraiser knows that it really doesn’t have to be that way – that these events can be fun and special as well as helping a good cause.

It’s becoming really popular to hold fundraisers in event tents – mainly because they are so versatile that they can be used for pretty much anything. Here are a few examples of fundraisers you can hold in a marquee or tent:

1. A gig or music festival
SaddleSpan tents are perfect for gigs and festivals, as they are the perfect shape to provide amazing acoustics. Hire one of these stage covers and all you really need is some open space and some fantastic artists and you’ll have an amazing gig or festival.

2. A film festival
Large event tents are perfect for film screenings, as they are large enough for a full size screen as well as sound equipment and plenty of seating. You should show foreign films, shorts, work by local film-makers or even films to raise awareness for your cause – it’s up to you.

3. A special breakfast or afternoon tea
For the price of a ticket, give your guests a special breakfast or afternoon tea and a little entertainment, along with a raffle or two, and you’ll give them a fantastic day out whilst also raising some money. If you go for a large tent as your venue, you could even have a dance floor on which your guests can learn a few steps and have a bit of a dance after their meal.

4. A craft market
Encouraging local artists to come and sell their work at your charity craft market is great for the local community as well as for your fundraising efforts. If you’re hiring a marquee or large tent, why not make your market the talk of the area – inviting as many stallholders as you can comfortably fit in your tent? You could even make it a regular occurrence.

5. A dance-a-thon
There just aren’t enough dance till you drop events around anymore – they’re so much fun! Sell tickets, fill your event tent to the rafters (fire regulations permitting, of course) and see how many can carry on dancing until the very end – just make sure you offer plenty of water and rest breaks.

6. Fashion show
Charity fashion shows are not only good for raising money for charity; they are also events that sartorially-minded people want to attend. If you market your event just right and choose your designers and models carefully, you may be able to get some industry movers and shakers lining the catwalks – some of whom just might splash out on some of the pieces. This could potentially make your event hugely profitable for your chosen charity.

7. A themed disco
If there’s two things guaranteed to get people through the doors of your fundraiser, it’s the chance to dance and dress up! People absolutely love fancy dress events, so you should be able to fill even a large marquee with guests. Choose a great theme that is quite easy for everyone to do – for example, a school disco, 70s night or Hollywood stars theme. Then, all you need is a DJ, a bar and a dance floor, and some prizes for the best dressed and the best dancers!

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6 essential safety tips for party tents

Monday 02 June 2014 by Amazing News Editor

If you’re throwing the bash of the year, the best venue to hold it in has to be an event tent or marquee. You can choose the size and even the configuration of your party tent, then plan what you’ll put inside, from seating, a dance floor and bar to a VIP area or a stage for live music – it’s up to you. If it rains, everyone is under cover and the party can continue. If the sun shines, you can open things up and enjoy the beautiful weather. A party tent really does offer the best of both worlds.

Safety first, fun later

It is always important to remember that a fun party is a safe party. After all, you don’t want your event to be memorable for the wrong reasons, such as a fire or an accident. To stay safe and follow all health and safety rules, here are the 10 essential party tent safety tips you need:

1. Don’t bring BBQs indoors Any burning fuel brought indoors (and a mostly sealed tent does count as indoors) can emit carbon monoxide, which can be fatal. It is a colourless, odourless and tasteless gas, so it can be very dangerous. If you want to cook indoors, have a fire pit or anything similar in your event tent, consult a specialist to find out how you can get the right ventilation and safety precautions to make it safe.

2. Carry out a risk assessment Just because a tent is not a building, it doesn’t mean that a full and thorough risk assessment shouldn’t be carried out. Your tent is a venue with its own hazards and risks, and these need to be spotted and made safe before you invite people to your party.

3. Don’t overload electrical sockets If you have power for your marquee, make sure you don’t overload plug sockets and extension leads. This could cause a fire or a dangerous electrical problem, or a power outage that could spoil your party. If you need more power, do it the proper way and call in the experts.

4. Follow all fire safety precautions This means carry out a fire risk assessment (different to a standard health and safety risk assessment, ensuring you have an emergency escape route, fire extinguishers, smoke alarms and a plan for what to do if a fire should break out.

5. Avoid overfilling your tent Your event tent will have a maximum capacity, and a certain number of exits for this number. Don’t be tempted to go over this limit, as you’ll be breaching fire safety regulations and potentially putting your guests in danger.

6. Watch where you store your flammables Any flammable materials, such as gas canisters or alcohol, should be stored very carefully and away from sources of ignition. If possible, don’t store anything very flammable inside the tent. If you follow these 6 fairly common-sense tips, you can be sure that your party will be talked about for the right reasons.

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Is your event prepared for the worst?

Thursday 29 May 2014 by Amazing News Editor

The key to successful event organising is not envisaging how amazing your day will be (although fingers crossed, it will be!) – it’s imagining what can go wrong.

This isn’t just a rather pessimistic way of looking at event planning. Imagining worst-case scenarios is the only way to prepare for them, so that your event has more chance of running smoothly.

Worst-case scenarios: what to prepare for

Amongst the most common worried-about situations for event planners are:

• Bad weather. In the UK, we can consider ourselves lucky that it’s only wind and rain we have to worry about, rather than blizzards, earthquakes and hurricanes like in other countries! However, wind and rain alone can ruin an outdoor event, but not if you’re prepared with large marquees and event tents for guests to shelter under. If the weather goes your way, your tents won’t be essential, but they are handy alternative spaces for you to use.

• Fire. This is something that all organisers dread, as it can be very serious indeed. If you follow all fire precautions to the letter (and then go one step further) and carry out all risk assessments, you should be fine.

• Non-attendance. If people don’t turn up, your event could be a flop. You need some sort of contingency plan for this – even if it is just calling in a few favours from friends and family members!

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How to make a small festival a success

Tuesday 27 May 2014 by Amazing News Editor

When it comes to festivals, not everyone wants chart-topping bands and field upon field packed with rowdy campers. Some of us like things a little more low-key, which is why we choose smaller festivals featuring local and undiscovered talent, family-friendly activities and more unusual attractions.

If you haven’t found the right festival for you, why don’t you start one? Here are the 5 things you need to know to get your small festival up and running:

1. Get a professional set-up. We all like a good sing-song around the campfire, but when it comes to booking musicians and artists, both performers and audiences expect a certain standard. Get the right equipment, including event tents and festival stage covers to protect your performers from the elements and make the sound quality as good as you possibly can.

2. Make it accessible. Your festival may be small, but people still need to know how to get there. Choose a location that’s near local transport or public transport links, or put on a transfer for your festival-goers.

3. Do something different. Whether it’s a theme, attraction or star booking, give your festival a unique selling point.

4. Get the word out. No one will come to your festival if they don’t know about it – so start publicising your event!

5. Don’t let success go to your head. If your festival is a hit, you might be tempted to expand a little next year to make some more money…then a bit more the year after. Before you know it, you’re a sell out with a huge festival on your hands!

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How to make corporate training events more fun

Wednesday 21 May 2014 by Amazing News Editor

Do your employees currently roll their eyes and sigh heavily whenever the words ‘company training day’ or ‘team building exercise’ are mentioned? If so, you might need to come up with a new strategy to get your team to engage with essential corporate events and make them actually want to attend.

Here are a few ideas:

Switch venues

If you use the same venue year after year, it might be time for a change. Think outside the box and choose a more exciting and unusual venue, such as an old castle, a camp in the forest or maybe a large marquee if it’s a big corporate event.

Head outdoors

People are much more motivated and energised when they’re out in the fresh air, so why not take your event outside? You can’t predict the weather, but if you go for an event tent, you’ll have cover in case it rains. This also gives you lots of scope for outdoor activities, as well as letting a little of the great outdoors into your venue.

Rethink the programme

Changing the programme of activities, speakers and seminars is a good way to keep things interesting for long-standing employees who’ve attended a lot of corporate events. Doing the same thing every year will only send them to sleep, so switch things up a bit.

Don’t forget the fun!

You want to pack as much into your corporate events as possible, but don’t forget to give your team some breathing room to relax and have fun.

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How to choose the right size tent for your event

Tuesday 13 May 2014 by Amazing News Editor

Putting on a large event with a lot of guests involves a huge amount of planning. There is so much to organise and so many things that could go wrong (let’s not think about that right now).

It all starts with finding the right venue, and if you have your heart set on an event tent or marquee then you’re going to need to pick the right size. This is crucial – choose a tent that is too small and you won’t be able to fit all of your guests inside comfortably, or you could even breach fire regulations. A tent that is too big can be just as bad, you’ll spend a lot more on large marquee hire and your tent will feel too empty.

Here’s how to get the right size tent for your event:

1. Plan out how the space inside the tent will be used. If some parts of the tent will be used as bar areas, VIP spaces or backstage areas, they can’t be used for guests. The same goes for tables and other equipment or furniture that will take up space. This will limit the amount of people you can fit in.

2. Always give yourself extra room to play with. A small amount of excess space is OK, as you can fill it with furniture or decorations, or rearrange the layout. However, if you hire a tent that fits exactly the number of guests, there’s always the risk of running out of room.

3. Get an accurate idea of how many people are coming. Don’t just wait to see if they turn up on the day – get people to RSVP or buy tickets so you can get some definite ideas of numbers.

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