​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!
​

For 2018 we've invested in a new range of wedding chairs which we know will be bridal dynamite over the next few seasons as they're already popular at society weddings in The Hamptons. These natural lime oak French crossback chairs really do hit the 'rustic-luxe' nail firmly on the head. Coupled with long or round solid wood tables we don't think there's a better way to be at the crest of the wedding trend wave. ​

We stock rustic planks which can be suspended anywhere in frame marquees and between the poles of traditional marquees both with edison bulbs or without. As you can see in the picture below, hessian drapes are effective particularly when partnered with strands of warm white fairy lights. The long tables have white cloths and are joined with ever-popular limewash Chiavari chairs.  ​

​We are also currently working on a round wooden bar measuring roughly 4m in diameter. We already have an illuminated round bar which is very popular but the wooden version will work well with the rustic-luxe look. Look for photos coming soon!
I hope this has been useful. Your wedding marquee doesn't have to reflect the latest trend - I suppose it depends on how much you want your photos to kick around on Pinterest and various wedding blogs once your big day has passed. Whatever boxes you want to tick, Oakleaf Marquees have the bits and bobs to help you tick them!

A difficult question, a bit like being asked which one of my parents I like most! I don't have a favourite - all have their own charm.

Tipis are increasingly popular because one of the priorities with weddings is the desire to do something different and original. Many of us have been to a wedding in a white marquee whether it be a pole or frame structure whereas a wedding in a tipi is a new experience for most. However, all our marquee styles allow customers to bring them to life in their own way - there is virtually no restriction on decorations. We've installed wallpapered walls, water features, topiary, different carpet colours, Moroccan linings and lanterns, coloured drapes and so much more over the years. That's one of the key reasons people choose a marquee wedding.

Tipis can be a bit more cosy by virtue of the fact that there's less roof space (due to the conical design) and you can have real fires inside thanks to the flaps at the top that allow smoke out. You don't get one big space with tipis as you do with marquees because they are smaller (10.3m diameter) structures joined together, so depending on layout the event can feel slightly divided. Having said that, I'm sure we've all been to rocking house parties where several rooms are involved, some with music playing, others for chilling out, the kitchen for drink and snack selection, which never seemed to affect the atmosphere negatively at the time.

What I really like about tipis is the timbers we use which are de-barked spruce from the freezing forests of Scandinavia and all 80+ years old. Furthermore, tipis have been used by humans for 4000+ years and I love that sense of sitting in a piece of history. Traditional white pole marquees are very English and suitable for quintessential country wedding experiences and clearspan frame marquees are extremely flexible in terms of layout and interior fixtures and fittings - both attributes I like. 

Tipis are darker inside due to the canvas used, so if you're after an event space that's light and airy then perhaps a tipi isn't the best choice. Also, you don't get the many window options as you do with a conventional marquee - if you want to look out at a view the sides need to be raised which is great in summer but not ideal if it's raining and windy.  

Whichever structure you choose for your event, you can rest assured that you will get the best standard from us and we'll happily meet with you to introduce our range and listen to your ideas. Oakleaf Marquees are renowned throughout Dorset, Somerset and across the South West for the hire of marquees and tipis. A quality service, premium product and approachable pricing. ​

We use a professional CAD programme to create our 2D and 3D marquee plans but you may want to play around with options yourself in order to get a sense of space. Our friends at County Marquees in London have a great online planning tool which can be found here. If you want to hire a marquee in the South West please choose Oakleaf Marquees but if you need one in London or the Home Counties we can recommend County (we have no intention of expanding anywhere near the congestion charging zone......or the M25 for that matter!). ​

One thing that often gets left to the last minute is power. This is because many people don't understand the power required to run an event and how to calculate watts, volts, amps, single phase, three phase and the equipment required to make it happen. 

Before starting Oakleaf Marquees I used a marquee for my wedding reception (which was the catalyst......but that's another story) and I believed it would be possible to simply run a few cables from the house (a common misconception). The caterer told me this would be a bad idea in her experience, so I approached a local generator hire company. It was a tiresome experience, as if I was learning a new language from scratch. So here are a few pointers to help the uninitiated!

POINTER 1: Do your sums

Firstly, find out what power is available at your venue: how many sockets, what sort of sockets they are (in amps) and, if the sockets are 13amp or 16amp, how many ring mains there are and what the maximum load of each is (in watts).  It's also useful to know how far the sockets are from the marquee.

Secondly, ask your suppliers what equipment they are bringing and how many watts each requires (3,000 watts is 3kw by the way). Also, get an idea of how many sockets they'll need to plug into, where they'll be required in the marquee and give some thought to the timetable for the day so you can work out what's likely to be used concurrently in order to establish a max figure to work with. 

If your venue is a residential house, it's likely you'll have a handful of 13amp sockets running on just one ring main. Most ring mains are around 7,500 watts (7.5kw). So if you have a loo trailer (needs 3kw), an urn to make hot drinks (another 3kw) and lights inside the marquee (1kw plus), you're nearly at the max of what the ring main can deal with.......and that's not including any appliances that happen to be on inside the house. This is why caterers wince when you mention powering everything from the house! It's also worth checking that the house's power supply is reliable. Depending on how much power you need, an electrician may be able to wire a supply directly into the fuse box. 

If your venue hosts events regularly, it's likely it'll have a beefy supply already installed (like Harry Warren House and Mapperton House for example). There will probably be several (blue) 16amp sockets, or a couple of 32amp, or even a 63amp socket. Check whether the socket covers are blue or red (the latter indicates that it's a three phase supply which I won't bore you about now).

We are always happy to help you out with power. Often this is covered at the site visit.

POINTER 2: Some event equipment needs a lot of juice

As touched on above, anything electrical that heats (hot cupboards, urns, turbo ovens, hot lamps, fat fryers etc) use a lot of power. Allow 3kw per appliance to be on the safe side. We once did a job and the caterer had ten electrical appliances on the go because of the complex (and incredible) menu! That equated to nearly 30kw of power - or, to put it another way, 4 regular houses worth of power!! The 'standard' catering spec is in reality around 6-12kw. 

Large appliances such as toilet trailers and chiller/freezer trailers use lots of juice too, 3-3.5kw each. 

Generally speaking, bands and DJs don't pose too many power problems unless their sound systems are enormous (and we've only encountered an enormous system once). 

POINTER 3: Don't cut it too fine

It would be very tiresome if your event suddenly loses power because the house dishwasher cuts in or someone flushes the loo in the loo trailer. Always add a contingency figure just in case and never leave it down to the last couple of hundred watts. Power outages are not fun: loos stop working, it goes very dark, some start screaming, it goes very quiet and even the drunker guests know something's wrong!

POINTER 4: Generators

As you've hopefully done the research covered above, you're nearly there! We can provide 45kva (36kw) modern and super-silent generators that come with a distribution board, cables, sockets, 20-24hrs worth of fuel and delivery/collection for £450+VAT, so you could just hire one from us - job done!  Alternatively, you might not need a generator quite so big (you may even need one bigger) in which case we recommend the friendly and knowledgable guys at CES Poole.  

You could also try one of the chains like Brandon Tool Hire or HSS but make sure you compare like-for-like: do their quotes include fuel, cables and everything else listed above? Are they available 24/7 if something goes wrong? Also, one important generator point: ensure that whatever you hire is 240v and NOT the building site spec 110v (with tell-tale yellow sockets) - that would be a hell of a mistaka-to-maka.

A common question we get asked is 'how noisy are your generators'. Well, they do make a little noise but it isn't offensive and once you have 50 plus people in the marquee, you'll never notice. Space allowing we can position the generator up to 25m away from the marquee too.  

www.oakleafmarquees.co.uk

We don't have a FAQ section on our website, but now we have a blog post!

When will the marquee be installed and removed?
For Saturday events we generally install on Wednesdays and Thursdays and remove on Mondays and Tuesdays. We can be flexible if our schedule allows and often install on Tuesdays and Fridays and occasionally remove on Sundays too.

Can I use the marquee on Sunday too?
Yes, Sunday use is included as part of the deal.

Will I need a generator?
See previous blog post on event power here.

Can I take the walls/windows off if it's hot?
Yes, all our marquees are designed to have the walls and windows opened if it's hot (our clearspan marquee panels open up like curtains). If it's very hot, they can be removed altogether within a minute or two. 

Do the tables come with cloths?
No, sorry.

What size do I need?
This depends on what you want to house inside the marquee: tables, bar, dance floor, band/DJ area, chill-out zone, buffet tables, chocolate fountain, photo booth etc. The rule of thumb is that a round table of 10 takes up 9 square metres. The best thing is for us to create a 3D layout plan so you can visualise space and layout. We don't recommend having tables on the dance floor if you can avoid it. 

Will the marquee do any damage to our lawn?
There will be some temporary grass discolouration, particularly over the summer, but it'll bounce back within a couple of weeks. We also have to hammer yard long stakes into the ground to stop the marquee flying away so there will be some minor holes here and there. We try to minimise the effects of having a marquee as much as possible. 

What if something goes wrong on the day?
Call our India office! Joking aside, we have a 24/7 call out service in the unlikely event that something goes wrong.

What if  I have a tree or another obstruction in the way?
This isn't always a problem depending on the size of the obstacle. Small trees, bushes, ponds and flower beds can make nice features when incorporated inside a marquee.

If we need to cancel, will we get our deposit back?
If you give us more than a year's notice, yes. If less than a year we will do our best to fill the slot with another booking and, if successful, you'll get it back minus an admin fee. Please bear in mind that our work is seasonal and we are often fully booked from May to September. We therefore have a set number of slots to fill and cancellations often leave us with a gap we can't fill.

How soon do I need to book a marquee?
As soon as possible ideally, particularly if your event date is on a bank holiday weekend. We don't have infinite stocks so if you book well in advance you are more likely to get all your first choices.  

Can you erect marquees on uneven, sloping ground or hard standing?
Yes, our marquees can go on most surfaces although traditional pole marquees can't go on hard standing. For more information see this previous blog post which deals with marquees on hard standing and slopes. 

How do I know if the slope is too severe for a marquee?
It's not so much the marquee but guest comfort that is the issue with slopes. If you sit on a patio chair on the most sloping bit and feel like your falling off the chair and bread rolls roll off the table, it's too severe. We're always happy to come and survey the site. Slopes can be corrected with a sub-frame floor, but it's not cheap. 

Once the marquee is up, can it be moved?
It can be moved but it is likely to cost extra and the longer you delay the decision the costlier it will be. Thankfully we aren't presented with this scenario often!

What wind speed can your marquees withstand?
They are tested in winds in excess of 80mph, so they're very strong. 

Do your marquees leak?
No. 

Do I need heaters?
If your event is from mid September to mid May then yes, it's likely you'll need at least one heater. Over the summer months they are occasionally used but just to take off the evening chill. 

Do I have to provide the marquee team with tea and biscuits?
No, but it is of course appreciated, especially on cold and wet days. We've been the lucky recipients of cold drinks, ice creams, cakes, bacon rolls, fish and chips and even whole meals in the past!