4 keys to understanding party tent prices

What is the budget for renting a marquee?

In the event industry, prices often vary considerably from one tent to another. So much so, that it is sometimes difficult to decide which tent is ideal for your event. In order to understand why there are so many price differences on the market, we would like to take a look at all the elements that affect the overall price.  

1.    The quality and size of the event infrastructure

- The quality of the event structure: It is important to bear in mind that the price of the event infrastructure depends on the type of product you choose. The more expensive, original and difficult to maintain, the higher the price. Not all tents are of the same quality. The materials used and types of manufacture vary from one product to another, depending on whether it is made in China or France, for example. For an equivalent surface area, a bamboo marquee will be more expensive than a traditional party tent. The purchase price of the structures is often relatively high - in some cases up to 100,000 euros - which has an impact on the amortization period and therefore on the rental price. 

- The surface area of the event structure: The price can also vary according to the size of the tent, bearing in mind that the larger the structure, the more space it will take to transport it, sometimes even requiring several trucks. For example, a 400m2 tent will need to be transported in a larger truck than a 100m2 tent. 
Another important factor is the width of the tent. The wider the tent, the more labour and/or lifting equipment (crane, telescopic fork-lift truck, etc.) is required to erect it. A 15-metre wide structure will be more expensive because it is more complicated and heavier to erect than a 10-metre wide structure.

2.     Maintenance of the event infrastructure  

The maintenance and cleaning of aluminium structures after each installation is time-consuming in the workshop, as is the cleaning of the canvas, which is done by hand with a dry cloth. The handling of the material is also time-consuming and has an impact on the budget. For example, it is important not to throw away the aluminium frames or to wear gloves when handling the canvas.

3.     The time and place of your event

- Location: It is important to know that prices will vary from one region to another. Even if the overall situation remains fairly uniform, the price varies according to demand, competition and the costs specific to each region, with Brittany, for example, being less expensive than the South East. 
It should also be noted that the further away the event is from the service provider's depot, the higher the transport costs will be - tolls, petrol, sea transport, etc. - bearing in mind that four journeys are required for an event: the outward and return journeys for assembly and the outward and return journeys for dismantling. Transport also includes the cost of depreciation of the truck, and the cost of loading and unloading the equipment at the warehouse, which involves labour. 
- Accessibility of the site: If the site is not easily accessible, extra labour will be needed to carry the material from the truck to the installation site, or to bring in a hoist, which will increase the price. In such circumstances, the handling work is not to be neglected, even for short distances, as the material is often very heavy to carry, in some cases doubling the assembly time!

- The terrain: To erect the tent, it is necessary to either stake the ground if the terrain allows it, or ballast it, which requires more labour and increases the cost of transport, and therefore the overall price. Indeed, if your event structure includes 14 poles, between 10 and 14 tons of ballast will be needed to erect the tent in compliance with safety regulations.  
It is worth noting that service providers who do not comply with safety regulations may be cheaper, as they install less ballast. However, in the event of strong winds, the safety of the event may be at risk. The price will also depend on the slope and evenness of the ground. To adapt a tent to a sloping site, the metal frame must be wedged in place. This requires more material - and therefore transport - and a much longer set-up time, as this is the most time-consuming stage.
- Seasonality: The rental price of your event infrastructure also depends on the season in which the rental is made. For example, it will be easier to ask for a commercial discount in the low season than in the high season.

4.    The support service  

- The qualification of the teams: The price of an event structure also varies according to the level of expertise of the people involved in setting it up. Calling on experts will cost more than a poorly qualified workforce. It should also be noted that if there is a small number of people working on a project, the fitters will tire more quickly and will tend to botch the finishing touches, which are of prime importance. It is therefore important not to neglect the size of a team, which also has an impact on the overall budget. 

- The degree of support : The final price will obviously not be the same if your service provider helps you build your project and acts as your contact on site, or if, on the contrary, no one is available to answer the phone before the event and the teams, overwhelmed on site on the day of the set-up, do not answer your questions. Having a dedicated adviser to help you choose the best solution for your needs will cost more, just as having a dedicated adviser to ensure a quality event can also make the price fluctuate. Some providers, for example, automatically double the generators to avoid any problems during the event. This is an additional cost that protects you from electricity worries.
You should also check that the service provider you choose is well insured. If this is not the case, protect yourself from any material problems. As the purchase price of a tent is very high, some providers prefer to compensate by not insuring their tent.

5.    Budget  

To give you an idea of the budget, we have drawn up a list of approximate prices. These prices are indicative and may vary according to the location of the event, access, availability of equipment and the options chosen.