So, how do you sort out this equation and have peace of mind? Let the experts guide you on this quest.

There is actually two ways to look at this:

1. Knowing the number of guests, how to determine your Tent Size.
2. Knowing the Tent Size, how to determine how many guests the tent will accommodate.

In this article we will cover the first way to look at it, because the majority of the requests for tent hiring come with this question: What size Tent do I need for X amount of people?

How many guests do you want to host?

If the actual area where your event will take place is limited by its size, or it is a small area, then that’s pretty much it, it will be as easy as taking the measurements of the area, length and width, and you are done. In that case you must be ready and know that the amount of guests will be limited not because of the tent size, but because of the available area itself.

If that is not the case and you have a considerably big area, of which you want to cover a portion with the Bedouin Tent, then you will be able to start the quest with how many people you are expecting.

What will be the seating arrangement under the tent?

Once this is determined, immediately you have to incorporate this element to the equation: How do you want to accommodate your guests under the tent? This speaks to the seating arrangement you are planning to work with, because the same amount of people do not occupy the same space if they are standing, if they are seating in a theatre or if they are seating in a lounge area.

According to our experience, there are 5 sitting arrangements that are often used under our Stretch Tents:

• Free Standing (People will be free standing and walking around the area).
• Cocktail Tables (People will be free standing and there will be a few cocktail tables available for drinks and glasses, and even a few high chairs around).
• Round Tables (People will be seating on round tables, usually to have a meal).
• Cinema Style (People will be seating alongside each other in rows, the same they seat on a theater or cinema).
• Lounge Style (Usually VIP areas are setup as lounges, providing the maximum comfort to the guests by using couches, coffee tables, ottomans, chairs and other decor & furniture).

Most probably, you will be able to match the seating arrangements that you have in mind with one of the above options.

Having defined the above, you can just have a look at the following Guide that shows approximately what area you need to cover according to the amount of guests and the seating arrangement:

Once you know what area you need to cover in square meters, it will be really easy to determine the required tent size. If you need assistance with this you can contact our office to check the availability of tent sizes according to the area that they cover.

OTHER THINGS TO CONSIDER:

Do you need to provide covered space for extra facilities?

If you need to have extra facilities such as buffet tables, stage or dance floors under covered, obviously this will demand additional area. Add this area in square meters to the selected area above. Please consider that there is a space needed around these extra facilities, i.e. there will be people standing around buffet tables, stages or dance floors. We recommend to contemplate a distance of 1 to 1.5m around these elements in order to calculate this additional area.

Are you worried about the weather conditions?

If you know it might be rainy on the day of your event and you want to protect your guests, giving them security and comfort, it will be necessary to use a slightly bigger tent, so that the sides of the tent can be dropped down and you can still use the predicted original area while protecting your invitees from the elements.

We trust that this article has helped you. To REQUEST A QUOTE or VERIFY YOUR REQUIRED TENT SIZE, please call our office (072 305 5709 or 021 934 9500) or DROP US A MESSAGE with your contact details and we will gladly assist you to complete your quest.

What colour must I use?

The colour you may use will depend on several factors. It might be a matching colour with the theme of the décor or furniture that you are using, or matching with the building or sounding landscape elements, or simply your preferred colour.

It might also be a colour that corresponds with your brand or logo. Majority of clients use white for weddings. Available colours in stock are white, red, grey, silver or beige, which are the most popular. Besides those colors brown, black, green, orange, pink, and some mixed colors such as black & green or a vibrant pink & orange.

These colours are available in different sizes. Contact us to check if the color you want is available in the needed size. If you would like us to manufacture a tent for you in a specific colour, leave us a message to arrange specific colours for you that will meet your needs.

Can the weather influence in my event?

Weather is indeed one of the principal reasons why people use stretch tents. They can create temporary spaces with a perfect atmosphere in order to provide comfort to your guests. Either if it is hot or cold outside, once you come inside the space of a stretch tent, you will instantly feel the comfort. Finest results can be achieved using gas heaters or fans under the stretch tent according to the season, so that temperature can be controlled easier. Tents can host your event either during the day or at night.

Stretch tents are always a good wind barrier, wind is a frequent reason why clients hire or buy tents, however wind speeds must be taken into consideration when holding an event under a stretch tent; it is recommendable to put the stretch tent down for temporary structures when wind exceeds 50Km/h.

Rain is the factor that raises the most concern among clients as it is perceived to potentially ruin your event or celebration, however at Basecamp we can assure you that there is nothing to worry about. We stocked with an abundance of non-waterproofed, semi-waterproofed, & 100% waterproofed tents, which can provide different degrees of rain protection.

One ply stretch tents are not waterproofed, these are mostly used to provide protection against the sun. Two ply tents provide medium protection for rain, they can be used for light rain or showers. Three ply and coated tents are fully waterproofed and will resist medium/heavy rain falls. These fabrics are also used for permanent and semi-permanent structures, which can also be accompanied with outdoor blinds, which are a very popular element in open restaurant areas.

We will take into consideration the weather conditions on the day of your event and advise you on the best option depending on the best available stretch tent. You can also specify a desired category upfront. Stretch tents can be reallocated if necessary according to the weather conditions.

When will the stretch tent be setup and broken down?

This will be conveyed with you as per your convenience and our schedule. Setup can be on the day of the event or even the day before. Tents are normally one of the first elements that need to be erected to allow the rest of the gear to be installed later. The same for the breakdown, it will be agreed with you and we will always try to accommodate to your possibilities.

Can I hire a stretch tent for several days?

Yes, our stretch tents can be hired for multiple days upon payment of extra day’s fee that will be agreed with you during the quotation process.

How long does it take to setup or breakdown a tent?

Depending on the size of the tent, the conditions or facilities of the venue, the complexity of the setup and the weather, a tent setup can take from 1 to 4 hours max. A permanent structure can take a bit longer also depending on the scope of work needed. Breakdown process tent to be much faster, normally 1/3 of the time it took to setup.

If that’s not the case and you have no idea about how much it will cost to rent a tent, then you will find this post very informative.

EVENT: What type of event are you going to hold? Is it a Corporate Event? A Wedding? Sport Event? Birthday or a simple Home Party? Whatever the occasion is you need to determine what venue you will be using and envision a specific spot on that venue to prepare the scene. What is also essential will be knowing how many guests you are planning to host and what will be the seating arrangement. Depending on whether your visitors are going to be standing, seated around tables or cocktail tables, cinema style, lounge sets or any other, you can determine the space that you need to cover.

SIZE: Once you know the area that you will be utilizing you can measure it and determine the stretch tent size(s) you need. Bigger size stretch tents lead to higher prices, and small sizes will be cheaper. Always bear in mind that the comfort of your guests is key for the success of the event, so, choose the right size!

If you feel the above aspects are too much to plan around, no need to stress as our experts are more than willing to do this for you at no charge. Book a FREE SITE VISIT and we will advise you on the correct size!

COLOUR: There are different colours that you can choose from. Common colours (beige, red, grey, green, black) are charged under the same rates. White though, will be a bit more pricy due to the additional dedicated effort required to keep it clean; as well as the glamour that they can add to your event.

Other very specific colours, where special orders to suppliers need to be placed, could also be more expensive.

SEASON: Any outdoor activity is influenced by the season and the most likely weather conditions. Therefore, the rates of hiring a stretch tent will also follow that flow, to help you make it happen. Planning an event in winter? No stress. Our tents are waterproof!

SETUP AND BREAKDOWN DAYS AND TIME: Labour costs need to be covered on the quote. Setup and breakdown over weekends, after hours or public holidays are payable at higher rates, although we always try to make provision to arrange this services during normal working hours and help you save on these additional costs.

DISTANCE: The location of the event will determine the delivery fee, taking into consideration that the tent needs to be transported to the venue and collected as well.

TO REQUEST A QUOTE, please try to have all this information handy and we will speed up the process for you.

Otherwise, if there are aspects that you haven’t determined yet, we can give you an estimated quotation.