Case Studies
UPSU Summer Ball 19th May 2007
Initial Site Visit
Following a brief telephone conversation with Alan (student union president) we arranged an initial site visit to further discuss the requirements of the event. At this meeting myself (James - Sound Events Marquees Director), Alan & Kate (venue manager) had a quick walk around the proposed site and measured up the area. Then we sat down and I was advised of the event requirements. These were as follows:
- A ‘Hollywood Themed’ black-tie evening event to cater for 550 students.
- Sound Events Marquees to supply marquee and all ancillary equipment.
- Marquee to include Bar, Stage, Dance floor, Seating area, Décor, Furniture, Sound & Lighting equipment, Front of House Sound Desk & riser.
- Sound Events Marquees to supply ticket tent.
- Sound Events Marquees to supply Fencing, Site Lighting, & Toilets.
Based on this information and the area available it was decided the best layout would be 2 x 21m x 9m marquees joined together along 1 side to create a 21m x 18m covered area. The idea of using 2 marquees joined in this fashion as opposed to 1 larger marquee were to maintain the intimacy of the event (due to a lower apex/roof height) and ease of creating and defining areas within the space.
In order to save money on the event production, it was decided that a 12m x 9m dance floor area would be constructed using wooden flooring and the rest of the marquee would be floored with coia matting.
A 4m x 4m Pagoda marquee was chosen for the ticket tent.
Secondary Meeting
Following this initial meeting Sound Events Marquees provided a quotation based on the event requirements. This quote was accepted and a 2nd meeting was arranged to discuss the finer points of the event.
Event Construction
17th May 2007
Sound Events Marquees crew arrive on site to begin construction. The site fencing is erected first followed by the marquees and the flooring laid.
Next the marquee linings and chandeliers are installed
18th May 2007
The bar, stage, risers, & furniture are installed.
The entrance Pagoda is erected and the site lighting is installed. Whilst the luxury toilet block is delivered and set up, the marquee lighting (including the necessary emergency lighting) is installed and tested.
19th May 2007 (Event day)
In the morning the Sound Events crew arrive to install the P.A. and all the sound equipment.
From 3pm – 6pm all the bands are sound checked ready for the event to begin at 7pm.
From start to finish the Sound Events Marquees team were a pleasure to work with. The service they provided was excellent and, thanks to Sound Events, our event went without a hitch
Kate Sharp (Plymouth University Venue Manger)
Construction and Setup