Outdoor festivals have experienced an unprecedented surge in popularity, in recent years. From music extravaganzas to food and cultural celebrations, these events have become integral to social gatherings, drawing thousands of attendees eager for unique experiences. However, as the trend continues to grow, so does the complexity of planning these events. An important aspect to keep in mind that often determines the success of a festival is the choice of festival temporary structures. Having the right festival tent hire can make all the difference in ensuring comfort, safety, and an appealing atmosphere for attendees.
Festival marquees and outdoor festival tents are more than just shelters. They are temporary building installations that can transform a space, protect the event from unpredictable weather, and create distinct areas for various activities, from main stages to food courts and relaxation zones. Choosing the right tent is essential not just for practical reasons but also for contributing to the event’s overall experience. Through this guide, let us walk through everything you need to know about festival tent hire. From understanding the benefits to exploring case studies of successful festivals, we will provide you with the insights needed to make informed decisions.
Guide to Festival Tent Hire
Securing the right tent for your festival is a crucial process that requires careful planning and consideration. This guide will take you through a step-by-step process to ensure that you choose the perfect festival structure for your event.
Step 1: Define Your Festival Needs
Before diving into the vast array of options available, it is essential to have a clear understanding of your festival’s specific needs. Start by considering the following factors:
- Event Size: Estimate the number of attendees you expect. A music festival attracting thousands will have different requirements compared to a smaller, local food fair.
- Festival Type: Is your event a music festival, food fair, cultural gathering, or a mix of different activities? The type of festival will influence the type of tents you need.
- Duration: How long will the festival run? A multi-day event may require more robust structures with additional facilities compared to a one-day affair.
- Space Allocation: Plan for different areas such as stages, vendor booths, rest zones, and VIP areas. Understanding how you want to utilise the space will help in choosing the right tent size and style.
- Location Characteristics: Consider the terrain, climate, and any site-specific challenges. Is the ground uneven? Will there be exposure to high winds or rain?
Step 2: Set a Budget
Festival tent hire can represent a significant portion of your event budget. To make a financially sound decision, it is crucial to align the tent hire with your overall budget:
- Research Market Costs: Look into the average market costs for tent rentals in your area. Prices can vary significantly based on location, tent size, and additional features.
- Include Additional Expenses: Don’t forget to include costs for transportation, setup, removal, and any extras like flooring, lighting, and climate control.
- Allocate a Portion of Your Budget: It’s advisable to allocate 15-20% of your total event budget for tent hire and related expenses. While it is important to stay within budget, cutting corners on crucial infrastructure like tents can lead to costly problems later on.
Step 3: Research and Choose a Reputable Tent Hire Company
Finding a reliable vendor is crucial for the success of your festival. The following tips will help you select a trustworthy tent hire company:
- Ask for Recommendations: Reach out to other event organisers or industry professionals for referrals. Word of mouth can be a powerful tool in finding reputable vendors.
- Read Online Reviews and Testimonials: Look at feedback from previous clients to gauge the company’s reliability and service quality.
- Request Portfolios or Case Studies: Ask potential vendors to provide examples of past events they have worked on, particularly those similar to yours.
- Visit Ongoing Events: If possible, visit events currently using the vendor’s tents. This will give you a firsthand look at their work.
Step 4: Plan for Logistics and Setup
Once you have chosen a supplier, focus on the practical aspects of tent installation:
- Conduct a Site Survey: Arrange for a thorough site survey with your chosen supplier. This will help identify any potential challenges or restrictions.
- Discuss Access Points: Plan for delivery vehicles and equipment access. Ensure there is a clear path for the setup and removal
- Establish a Timeline: Plan the setup timeline to ensure that the tent is ready well before the festival starts. This will allow time for any adjustments or additional preparations.
- Obtain Permits: Check if there are any permits or permissions required for temporary structures. Different locations may have specific regulations.
- Plan for Adverse Weather: Discuss contingency plans for adverse weather conditions with your supplier. Ensure that the tents can withstand rain, wind, and other weather elements.
Step 5: Consider Additional Features and Services
Consider these additional features that can significantly elevate the comfort and appeal of your festival space, making it more enjoyable for attendees.
- Flooring Options: Adding flooring can protect against wet ground and improve comfort, especially for multi-day events.
- Lighting Systems: Good lighting creates ambience and ensures safety after dark. Consider options like LED lighting, spotlights, and decorative lights.
- Branding Opportunities: Custom gables or banners on tent walls can offer branding opportunities for sponsors or enhance the festival’s theme.
- Furniture Rental: Complement your tent setup with appropriate furniture, such as seating, tables, and lounge areas.
Benefits of Hiring a Tent for Festivals
Choosing to hire a tent for your festival offers numerous advantages over permanent structures. Here’s why festival tent hire is a popular choice for event organisers:
Flexibility and Customisation
Outdoor festival tents provide unparalleled flexibility in terms of layout and design. Whether you need multiple smaller tents for different activities or one large structure for a main event, tents can be easily customised to fit your festival’s unique needs.
This adaptability extends to branding opportunities, allowing you to incorporate sponsor logos or festival themes into the tent design. Festival marquees can be tailored to create distinct areas, enhancing the overall atmosphere and experience.
Cost-Effectiveness
Hiring a tent is often more economical than constructing a permanent building, especially for seasonal or annual events such as winter events. It eliminates the need for year-round maintenance and storage costs associated with owning structures.
Additionally, you can adjust your tent hire based on changing needs from year to year without the commitment of a fixed structure. Festival tent hire offers a budget-friendly solution that doesn’t compromise on quality or functionality.
Scalability
As your festival grows or changes, festival structures can be easily scaled up or down. This flexibility allows you to respond to ticket sales or changing event formats without major logistical hurdles. You can add or remove tent space as needed, ensuring you’re always providing the right amount of covered area for your attendees. This scalability is particularly useful for festivals that experience fluctuating attendance or require adaptable space solutions.
Weather Protection
One of the most significant benefits of festival marquees is the protection they offer from unpredictable weather. High-quality tents can withstand various weather conditions, from rain to strong winds, ensuring your event can proceed rain or shine.
This weather resilience can be a crucial factor in the success of your festival, providing peace of mind for both organisers and attendees. Having reliable cover ensures that your festival remains enjoyable and safe, regardless of the weather.
Quick Setup and Teardown
Compared to permanent structures, tents can be installed and removed quickly and efficiently. This rapid deployment minimises disruption to the festival site and allows for shorter lead times in event planning.
The quick teardown also ensures that the site can be returned to its original state promptly after the festival concludes. The ease and speed of tent setup and removal make them an ideal choice for festivals that require temporary infrastructure.
Different Types of Festival Tents Available
Neptunus offers a wide range of products suitable for festivals, including innovative temporary structures and clear-span tents. Our solutions are designed to meet the diverse needs of festival organisers, ensuring high-quality, safe, and aesthetically eye catching environments.
When it comes to festival tent hire, there is a wide array of options to choose from, each suited to different needs and preferences. Here’s an overview of the various types of festival tents available. Consider the specific functional needs of different festival areas.
| Tent Types | Functions |
| Entrance Tents | For ticketing and security checks |
| Backstage Tents | Private areas for performers and staff |
| Stage Areas | Large, open tents to house performance stages |
| Food and Beverage Pavilions | Dedicated spaces for food stalls and bars |
| Hospitality Units | Exclusive areas for VIP guests |
| Press Tents | Designated media areas |
| Catering Pavilions | Kitchens and food preparation areas |
| VIP or Public Multi-storey Halls | For added space and a premium experience |
| Promo Villages | Spaces for sponsor activation and promotional activities |
| Canopies | Lightweight coverings for open-air shade |
| Accreditation Tents | Checkpoints for staff and media accreditation |
| Camping Facilities | Accommodations for attendees staying on-site. |
| FOH Tents | Front of House tents for sound and lighting control |
| First Aid Tents | Essential medical stations |
How to Choose the Best Tent for Your Festival
Selecting the most suitable tent for your festival involves several considerations. Here are key factors to guide your decision:
Assessing the Venue
The festival location plays a significant role in tent selection. Consider the following:
- Ground Type: Soft, uneven, or rocky terrain may require specific types of tents or additional preparation to ensure stability.
- Space Constraints: Measure the available space to ensure the tent fits comfortably. Take note of any obstructions like trees, buildings, or power lines.
- Accessibility: Ensure there is enough room for delivery trucks and equipment to access the site for setup and teardown.
Considering Audience Size
The number of attendees is a critical factor:
- Capacity: Choose a tent size that can accommodate your expected crowd without overcrowding. Factor in space for movement, seating, and any installations like stages or stalls.
- Future Growth: Consider potential growth in attendance. Choosing a tent that can be expanded or adapted will save costs and time for future events.
Budget Considerations
Balancing cost with quality is crucial:
- Quality Over Quantity: It may be tempting to cut costs, but investing in high-quality tents will ensure durability, safety, and a better overall experience.
- Compare Quotes: Obtain multiple quotes from different suppliers. Compare not just the price but also what is included, such as setup, removal and additional features.
- Long-Term Use: If you host annual events, consider the long-term benefits of investing in reusable, high-quality tents.
Aesthetic and Branding Needs
The appearance of your festival tent can significantly impact the event’s atmosphere:
- Theming: Choose tents that align with the festival’s theme. Bright colours, unique shapes, or custom prints can enhance the visual appeal.
- Branding: Use tents as branding tools. Customise them with sponsor logos or festival graphics to create a cohesive brand experience.
Consulting with Professionals
Expert advice can be invaluable:
- Experience Matters: Work with suppliers who have experience in festival tent hire. They can provide insights and recommendations tailored to your event.
- Site Visits: Arrange for professionals to visit the site and provide specific suggestions based on their assessment.
- Safety and Compliance: Ensure the vendor is knowledgeable about safety standards and regulations. Professional tent hire companies will adhere to industry standards, ensuring your event is safe and compliant.
Neptunus at Tomorrowland 2017
Assignment: We were entrusted with the challenge of creating a unique, eye-catching structure for Tomorrowland 2017, one of the world’s largest electronic dance music festivals. The organisers sought an innovative design that would serve as the festival’s centrepiece, enhancing the visual appeal and providing a memorable experience for over 400,000 attendees.
Solution: To meet this challenge, we designed the Salacia, a striking circular structure named after a Roman sea goddess. As part of our Evolution series, the Salacia was built on floating pontoons in the Garden of Madness area. It featured a flexible design with a 30-metre clear span, variable height, and options for open or enclosed spaces. In addition to the Salacia, we also constructed a three-storey VIP area and a floating bar lounge, contributing to the festival’s dynamic atmosphere.
Challenges: The project presented significant challenges, including the innovative circular design and the need to construct the Salacia on a lake. To ensure success, we conducted a full-scale rehearsal at our headquarters, allowing our technical team to familiarise themselves with the structure. Despite the complexities, our crew completed the build on time.
Result: The Salacia and other structures were completed successfully, adding a spectacular visual element to Tomorrowland. Our innovative design met all requirements, enhancing the festival experience and solidifying our reputation for delivering high-quality, creative solutions in challenging environments.
Neptunus at Pinkpop Festival 2019
Assignment: We were tasked with creating and installing a range of temporary structures for Pinkpop, the Netherlands’ largest and longest-running music festival, which attracts over 200,000 visitors. For the 50th anniversary in 2019, the organisers requested a striking, pink-coloured structure to serve as the festival’s centrepiece.
Solution: We delivered a variety of structures, including the brand-new Alure Globe Giant, which housed the Brightlands Stage. This eye-catching pink pavilion featured a curved roof and an impressive 50-metre free span, ensuring excellent visibility for all attendees. We also provided other essential facilities, such as backstage areas, press rooms, food and beverage tents, and artist accommodations.
Challenges: The build had to be completed within a tight timeframe due to other events at the Megaland site. Our skilled technicians executed the complex logistics with speed and precision, ensuring all structures were ready on schedule and swiftly and safely dismantled after the festival.
Result: The success of the Alure Globe Giant and other installations underscored our reputation for high-quality, innovative solutions and efficient service. The new structure not only met Pinkpop’s needs but also enhanced the festival experience, reinforcing our long-standing partnership with the event.
Neptunus at Boardmasters Festival
Assignment: Neptunus was chosen to provide temporary structures for Boardmasters Festival, the UK’s renowned surf and music festival held in Cornwall. The organisers needed versatile and durable structures capable of withstanding coastal weather while also accommodating a variety of activities, from live music performances to surf competitions and retail experiences.
Solution: We provided several Alure structures that served as key facilities throughout the festival, including VIP lounges, retail spaces, and artist hospitality areas. The Alure structures’ adaptability allowed us to create environments suited for both the vibrant festival atmosphere and the practical needs of performers and staff. The clean and stylish design of the pavilions ensured they complemented the scenic coastal backdrop, adding to the festival’s unique aesthetic.
Challenges: The coastal environment posed logistical challenges, particularly with high winds and shifting ground conditions. Our team employed specialised anchoring systems and carefully adapted the build process to ensure stability and safety throughout the event. Despite the challenging terrain, all structures were completed on time and met the festival’s rigorous standards.
Result: The temporary structures provided by Neptunus significantly contributed to the success of Boardmasters Festival, offering practical and aesthetically pleasing solutions that enhanced both the visitor and performer experience. Our commitment to quality and adaptability ensured a smooth execution, despite the unpredictable coastal conditions, and reinforced Neptunus’s reputation for delivering exceptional event infrastructure.
Create a Memorable Festival Experience with Neptunus
Festival tent hire is a critical component of successful festival planning. The right festival structures not only provide shelter and safety but also contribute to the overall aesthetic and experience of the event. By following the steps outlined in this guide, from defining your needs to consulting with professionals, you can ensure that your festival tent hire meets the highest standards.
Start planning your festival tent early to secure the best options and ensure availability. Early planning allows for thorough site assessments, budget alignment, and time to customise your tents to meet your specific needs.
Neptunus offers a range of high-quality festival tents and temporary buildings tailored to meet diverse event needs. Our products are designed to enhance your event, providing reliable, attractive, and functional solutions. Whether you need a single tent, corporate event, product launches or a comprehensive setup for a large-scale festival, Neptunus has the expertise and products to bring your vision to life.
Ready to start planning your festival tent hire? Contact us today to learn more about our range of products and how we can help make your festival a memorable success. Our team of experts is here to provide advice, support, and high-quality structures tailored to your event needs.
