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A Guide for All Event Clientele
The following is a guide of good practices to ensure a successful event. If at any point in time you have any questions about these methods, please do not hesitate to call one of our event consultants.
Event Management and Risk Reduction
Several methods exist to reduce the risk of set-up errors, equipment failure or a change in event conditions. These items include proper planning, completing set-ups during vendor business hours, providing safety time before the event, duplicating critical equipment where a single point failure would stop the event, adding professional service to tend the equipment, and placing a contingency order.
Management
It is an age-old concept that may not get the respect it deserves today, but good management is key to event success. Management starts with determining the event strategy, followed by design, communication and logistics. Event strategy will be developed based upon the client’s purpose, program, guests, and budget. This leads to the determination of venue, presentation method, food service and more. Once the strategy is in place, appointing an event manager gives the event team a central point of contact, enhances communication and speeds up decision-making. And while some do-it-yourselfers have the ability to get this job done, experience is major factor in avoiding pitfalls in the multi-tasked, time-sensitive nature of event production. The ideal event manager will have the ability to visualize the end product, have a blend of event planning, catering and rental experience, good verbal and written communication skills, determination and a commitment to lead others toward success.
Plan, Plan, Plan
We can not stress enough the importance of good planning. In particular, several areas need to be addressed to ensure the functionality of the event. First is the layout or physical plan, second is the lighting plan, third is the environmental control plan, next is the power plan, and last is a schedule. Not all events will need detailed plans for each segment.
- Layout Plan
The layout is driven by guest count and the activities being planned for the event space. The layout ensures that everything needed for the event can fit in the event space. Also, a good set-up plan communicates to the set-up crew the proper placement of the equipment. Interior plans need to identify where each table, bar, buffet, stage, dance floor or other significant item is located on the event site. Exterior plans need to identify site features such as entrances, trees and fountains, tents, walkways, restrooms and parking areas.
- Lighting Plan
A good lighting plan starts with a layout drawing. In short, the locations and number of lights need to be planned for the event. Lighting plans take in multiple design choices and these are presented in more detail in our Lighting & Décor brochure.
- Environmental Control Plan
Depending on the size of event and time of year, this can range from no equipment to an air conditioning or heating plant requiring its own separate generator power. Your event consultant will walk you through this part of the event plan.
- Power Plan
Once the previous plans have been established, the current draw for each piece of electrical equipment needs to be identified and grouped in circuits. One of the most common causes for failure of equipment in the field is due to loading too much electrical equipment on a circuit and causing a power breaker to trip.
- Production Schedule
The last critical element is a set-up and strike schedule. This will become one of the most useful documents in the planning and production process. Elements of this plan must consider the time available, access to loading docks and obtainable manpower. With multiple vendors, and large events, sufficient time and manpower must be given to complete the set-up, while the job tasks need to be sequenced in a specific order. If time is constricted, the labor for the event must be sized to get the job done in time.
Safety Time & Set-up Verification
The first line of defense is to insert a time buffer into your schedule, and provide the proper resources to check-in and test your equipment during EventRents’ business hours. This practice allows the necessary time to respond to your needs without additional rental cost.
Duplicated Equipment
If a piece of equipment is so critical to the event that a single-point failure would ruin the event, the best method to ensure performance is to duplicate those equipment items. Most often, this is done with generators so that if one generator fails, a back-up takes its place without interrupting the event.
After-Hours Support
After-hours services are available ONLY IF they have been ordered with your rental goods. Experienced event professionals know that equipment performance varies, and that situations often change at off-site events. The need for these after-hours services varies with your sensitivity to risk, the investment made in the event and the importance of the equipment performance.
For your convenience and peace of mind we offer these after-hours services:
- Staff-on-Site Where the failure of a heater or kitchen equipment or other item can be tolerated for a short time, or when event set-ups may change due to severe wind and weather, a Staff-On-Site provides the best response and service. One staff-on-site is recommended for each fifteen items of propane equipment and tenting. The staff-on-site will adjust propane equipment, tent anchoring, tent sidewall and, when not attending to the equipment, assist your staff with moving chairs and heaters.
- AAA Service (Access to After-Hours Assistance) The event may not require a Staff-on-Site, yet you may want the security of being able to get help after hours. For a minimal fee, a Staff-On-Call will be placed on stand-by for your event. You will be provided with our project manager’s after-hours contact number. If after-hours service is needed, it will take 1 to 2 hours to get to your event with the requested services which will be billed at the standard overtime rate plus any applicable rental fees.
Weather Contingent Orders
One method to safeguard an outdoor event is to place a weather contingent rental order. Most often, this is done to provide for tenting in case of rain. If you choose this option, we create a separate order for all rain contingent equipment that has different cancellation rules. To properly execute a rain contingency order, it must be in place at least seven days before delivery to allow EventRents the time to file any needed permits with the appropriate government agencies.
- The nonrefundable fee for the rain contingent order is 10% of the rentals, plus the cost of permits. The rain contingent order must be exercised three days before delivery, or it expires unused. EventRents keeps the fees paid.
- With less than three days lead-time at order placement, the non-refundable fee is:
- 25% plus permits at the close of business two days before delivery
- 50% plus permits at the close of business the day before delivery
Thank you,
We appreciate your time and attention in these matters, and look forward to being able to provide you with good planning, quality service and quality merchandise, today and in the future.
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