Cost-Effective Tips for Corporate Marquee Hire
Plan Ahead and Consider Timings
When it comes to cost-effective marquee hire for corporate events, timing is everything. One of the most impactful strategies is to book your marquee well in advance. Early booking often secures better rates, and it gives you a wider selection of marquees and dates to choose from, increasing your chances of finding the perfect fit for your event and budget.
You might also consider scheduling your event during off-peak seasons if it’s not time sensitive. Marquee hire companies are typically busier during periods such as the summer months or festive seasons, where demand (and prices) are higher. By opting for a less popular time of year, you could benefit from reduced rates. However, be mindful of potential weather challenges that come with certain seasons and factor in any additional costs for heating or cooling.
Flexibility with your event date can lead to significant savings. By being open to different dates, you increase your chances of securing a better deal. Remember, the key is to start your planning process early and maintain open communication with potential suppliers to explore all cost-saving opportunities.
Smart Size and Space Optimisation
When it comes to marquee hire, size matters – both for your event’s success and your budget. The key to cost-effectiveness lies in accurately assessing your space needs. Start by getting a precise headcount of attendees, as overestimating can lead to unnecessary expenses, while thinking too small could compromise comfort and functionality.
You also need to consider factors like seating arrangements, dance floors, stages and catering areas when calculating your space requirements. We can offer guidance on appropriate sizes based on guest numbers and event type, so don’t hesitate to seek our expertise.
Optimising your marquee space can significantly reduce costs, so consider creating multi-functional areas that can serve different purposes throughout your event. For instance, a space used for presentations during the day can be transformed into a dance floor for evening entertainment. This approach can help you minimise the overall marquee size needed. Additionally, explore creative layout designs that maximise space efficiency without sacrificing guest comfort or event flow.
Think About Amenities and Accessories
When it comes to equipping your corporate marquee, partnering with vendors who offer comprehensive packages can significantly streamline the process and potentially reduce costs. Many marquee hire companies, such as Strawberry Marquees, provide a range of amenities and props as part of their service, eliminating the need to source these items separately.
This all-in-one approach not only saves time but can also be more cost-effective than renting individual pieces from multiple suppliers. Look for vendors who include essential items such as tables, chairs, dance floors and staging in their packages, as well as more specialised equipment like audiovisual gear, lighting systems or heating units.
Staffing Considerations
Optimising your staffing approach is a crucial aspect of managing costs for your corporate marquee event. The key is to strike a balance between having enough personnel to ensure smooth operations and avoiding overstaffing, which can unnecessarily inflate your budget. Start by carefully assessing your event’s specific needs and creating a detailed staffing plan – consider the various roles required, such as greeters, servers, bartenders and technical support, and determine the minimum number of staff needed for each function.
Don’t overlook the potential for volunteer opportunities, especially for internal corporate events. Engaging employees or team members as volunteers for certain roles can foster a sense of involvement and community while reducing staffing costs. However, be sure to comply with labour laws and provide adequate training and support for any volunteer staff.
Technology and AV Equipment
Tech and audiovisual equipment play a crucial role in a smooth-running corporate event, but they can also significantly impact your budget. The key to cost-effectiveness in this area is to clearly distinguish between essential technology and nice-to-have extras. Start by identifying the core technological needs of your event, such as sound systems for speeches or presentations, basic lighting and perhaps projection equipment, and prioritise these elements.
Another way to reduce technology costs is to implement a Bring Your Own Device (BYOD) policy where appropriate. For instance, speakers can use their own laptops for presentations, or you can use a company tablet for registration instead of renting specialised equipment. If Wi-Fi is needed, check if the venue provides it or if there are cost-effective temporary solutions available. By being strategic about your technology choices and exploring bundled options with your marquee hire, you can ensure your event is well-equipped without overspending on unnecessary tech frills.
Ultimately, successful corporate events are those that effectively convey your message, engage your audience and leave a lasting impression – all while respecting budgetary constraints. By applying the strategies outlined in this guide, you’re well-equipped to create memorable, impactful events that don’t break the bank.
For a wide range of marquee options for your corporate event, get in touch with the team at Strawberry Marquees today.
