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Planning a large festive event can be daunting, whether it’s a Christmas celebration or a corporate party. And deciding what kind of marquee you want and, more importantly, when to book it, is no doubt high on your To Do list.

At Trafalgar Marquees we really are the experts when it comes to advising you on all the details of your marquee hire. We can provide everything from lighting and flooring to colours and decorations. So, we’ve put together a few top tips to help you right at the beginning of the planning process, when you’re thinking about booking your marquee. Don’t forget, if you can’t find the answer below, we’re also just at the end of the phone line, so do get in touch and tell us all about your plans.

When to book…

When you’re planning any event the venue is one of your first considerations. It should be the same with a marquee. We have a huge variety of marquees available all year round. And we can supply and put up our marquees in as little as 48 hours, if required. That said, to guarantee the marquee you want at the right time, it’s best to book as early as possible. Our peak times are usually April to September and over the festive period. So, if you’re planning an event in these months, especially for a weekend near Christmas, get in touch as early as you can. We suggest giving us a call between six to 12 months before your chosen date to get the ball rolling.

5 key things to consider

Also, to help you find the perfect sized marquee for your event, there a few things to think about…

1. Your location

Where do you want your marquee to go? For example, a marquee party in your own garden can be a wonderfully personal event. Alternatively, if you’re planning a corporate Christmas do, a location close to your business premises might be the answer. We have marquees in all shapes and sizes, to suit most locations, and initially we’ll send our experienced team out to do a site visit. They’ll get an approximate idea of the size of the area, the surface the marquee will sit on and how level it is. They’ll also look at things like access requirements and parking before making recommendations.

2. The number of guests

The number of invitees has the most impact on the size of the marquee you need. A rough idea of how many invites you’re sending out is useful. Also, think about whether guests will be mainly standing or sitting. Are you having a buffet and informal drinks, or do you need enough space for tables and chairs for a seated dinner? As a general rule of thumb, you need a minimum of eight square feet per person for a standing event. 15 square feet per person if they’re seated.

3. Any additional requirements

Will you need:

  • Extra catering space, for example, for food prep?
  • Are the existing toilet facilities adequate or will you need to add more?
  • Heating or insulation? We can supply thermostatically controlled heating that ducts warm air into your marquee or hot water boiler systems, if your site only has electricity available. For marquees with open sides we can also supply direct gas/patio heaters.

These are all things our team can help you with, of course, and we can talk you through the many options to suit your event and your site.

4. Will you be dancing the night away?

When the practicalities are sorted, don’t forget about the more fun aspects too. Your marquee can also include a welcoming reception area or a stage, for example. We also have every kind of festive decoration you could want, from chandeliers and coloured swags to beautiful starlit roof linings. Plus, if you’re hoping to be drinking and dancing late into the night, then you’ll need space for a dance floor and perhaps a bar too, for those all-important Christmas cocktails!

5. One big space or a mix of smaller ones?

Last but not least, think about how you want to use the space. Would you prefer one big space or a selection of smaller more intimate ones? For example, your dance floor can be hidden away in a side tent for a big reveal later on or you can have a smaller snug area with sofas and cushions away from the music.

The flexibility of a marquee really is second to none, and it’s the ideal way to create your dream Christmas party venue, one that’s the perfect size and in the perfect location. Plus, once you get the key decision on size sorted, you can then start having fun adding decorations, lighting and more to make your space completely unique.

What next?

We hope that this has helped you work out how to book the right marquee. So, once you have your date and an idea of numbers, give us a call on 01932 620060 and we will work with you to find exactly the right marquee for your event. Alternatively, make a start with our clever marquee calculator for an initial idea of costs.

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