HIRing marquees on a budget

​More customers have asked how savings can be made lately than at any other time I can recall since we started hiring out marquees.
 
So, this may not be a popular blog post to some within the industry but we realise times are tough and money doesn’t go as far as it once did. In this post we’ve put a few tips together on how to be economically minded when hiring a marquee. Please note that these are aside from the usual tactics like negotiation, offering cash (which we don’t accept!), contra deals and so on.
 
Company Location
Choosing a company that’s close to your venue helps. It’ll minimise the delivery charge and the supplier may look on the quote more keenly because there will be less fuel, less wear and tear on vehicles and staff wages too.
 
Date
Choosing a date that isn’t between May and August i.e. the peak season months may attract a little discount, particularly October to April but just be aware that if winter weather necessitates multiple heaters (due to cold) or wooden flooring (due to wet ground) then it could be a false economy. April and October are worth a try and the weather can often be just as good as the months which follow and precede them.
 
Marquee Size
The majority of companies charge marquees out by the square metre, so the larger the marquee the more expensive it is. Frame (clearspan) marquees are generally the cheapest but just be aware that not all frame marquees are created equal. Aluminium frame marquees by brands like Tectonics, Custom Covers, Roder, Hoecker and JJ Carter are recommended over tubular steel party style tents and Chinese imports. The latter have their place but in our experience aren’t as attractive, robust and weather resilient.
 
The more space you need for large bar areas, chill-out spaces, drinks receptions etc the larger and more expensive your marquee will be.
 
Furniture
Linked to the above, long tables are more space efficient but consider moving 4-6 tables after the meal and dance in the space this creates to reduce on marquee size.
 
Folding chairs are the cheapest chair option and save £1-2 per chair. Round tables generally work out a little cheaper overall too compared to trestle and ‘farmhouse’ style long tables.
 
Stages aren’t absolutely necessary so if your band asks for one just say no if you’re on a tight budget, particularly if guest numbers are under 100.
 
Dance floors are recommended but, again, they aren’t compulsory. Once guests have downed a Pimms or two they probably won’t notice if they’re dancing on matting or carpet. Once they’ve downed several they probably won’t notice if they’re dancing outside or on a table.
 
Flooring
Traditional marquee flooring like coconut matting is cheaper than new carpet (and better on the environment). It’s also much cheaper than solid plastic tile or wooden flooring.
 
It is sometimes possible to remove the flooring altogether and just have grass but the weather may scupper this plan. If there’s any moisture around then flooring is highly recommended because of intense footfall in a confined space. You could ask your marquee company for flexibility to remove the flooring at the last minute if weather permits.
 
Piggyback Bookings
The bulk of the work with marquee hire is in the install, removal and travel. If you have a friend who wants to get married around the same time as you, choosing the same venue and dates close together e.g. Friday and Sunday or even consecutive Saturdays may present a saving because only one install and removal will be needed. Be aware you’ll need to choose the same chairs, tables etc so there isn’t as much scope for having everything your way. Also, the second wedding won’t be free but you’ll probably be offered a discount which means that once the bill is split there will be a good saving.
 
Portaloos
You can compromise on loos by choosing plastic portaloos over a luxury loo trailer (c. £350 saving), or use house loos if there is one nearby and you’re confident they won’t get overwhelmed by your guest numbers.
 
Generators
Usually it’s caterers that use the bulk of the electric supply and necessitate a generator, so keep this in mind when choosing your menu. If you go for minimal hot food and choose cold buffet, deli platter options instead then you might be able to reduce the size of the generator or even eliminate it entirely. For this to work you will of course need a decent power source within 20m of the marquee e.g. sockets in a house and be sure to you do your sums (we are happy to help with this).
 
Damage Waiver
Most companies add a damage waiver to their quotes and this works exactly the same as when hiring a car. It’s not compulsory and you can run the risk because damage is rare, but do you want to chance it?
 
Choice of Company
You can look around and spot a budget company and/or one that hasn’t been in business long. They might not be VAT registered yet which is an instant saving. Budget companies will often be upfront about the position they occupy in the market, or you can spot them because their photos (and marquees) look a bit dated. I’m sure I don’t need to highlight the fact this comes with an element of risk and will require a little compromise on your part.
 
I hope this proves to be useful when exploring your options. Weddings and brides aren’t particularly known for compromise (😂) but I don’t feel I’d be doing my job if I didn’t give honest advice. I do however believe that, broadly speaking, you get what you pay for.
 
Good luck with your planning!
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