The Proper Tent For Your Event.

So you have decided to have an outdoor event for 250 people. You know you need a tent but have no idea how large of a tent you will need for 250 people. This is a very common problem that customers come to us with here at Windswept Entertainment & Events. When customers ask us how big of a tent they need we figure it out by asking them questions about what they will be doing under the tent and then plugging that information into the formula below to get a square footage size of the tent they will need to accommodate their guests.

How many guests will be at the event?........................ 250
Seating:
Theater (chairs in rows)= 6 sq ft/person .................... No
Classroom (tables and chairs in rows) 6 sq ft/person......... No
Banquet Seating:
Rectangle Tables 8 sq ft/person.............................. No
Round Tables 12 sq ft/person................................. Yes
Cocktail Parties:
All Standing 6 sq ft/person.................................. No
Some Seated 8 sq ft/person................................... No
Activities:
Dancing 2-4 sq ft/person..................................... Yes
Bar 100 sq ft................................................ Yes
Buffet 100 sq ft per table................................... Yes 4 tables
DJ 100 sq ft................................................. Yes
Band 240-400 sq ft........................................... No

Now that all of our information is in the tent sizing formula all we have to do is add up the total sq footage. In this example the total sq footage would be as follows:

250 people seated at round tables 250 x 12=...................3,000 sq ft
250 at the event with dancing 250 x 3=........................ 750 sq ft
Bar .......................................................... 100 sq ft
Buffet 4 x 100=............................................... 400 sq ft
DJ............................................................ 100 sq ft
Total sq footage needed=......................................4,350 sq ft

Now that we know that the total square footage of tenting we will need for your event is 4,350 ft we can pick a tent that is the right size. The style of this tent will be determined by the size of the property it is going to be put on, and the budget you have allowed for your tent.

So how do you determine how many sq ft a tent is considering they are not listed by square footage size? To get square footage we multiply the length times the width of a tent. Most rental companies tents will be listed in sizes like 20' x 20' or 40' x 60' so if you multiply those numbers together you will get the square footage of a tent.

Example: square footage for a 40' x 60' tent is 40 x 60 = 2,400 sq ft.

For our example event of 4,350 sq ft we will need to go with either a:
50' x 100' clear span tent = 5,000 sq ft
40' x 120' frame tent = 4,800 sq ft

This formula is a great way of getting an estimate on the size tent you will need, and the cost of the tent, but we recommend having a trained professional come out to look at the site before booking a tent. If you would like to schedule a site consultation please give Windswept a call at 724-539-1009.

Confetti Cannon

We just got our new wireless confetti cannon in and decided to create a video of it in action.



We chose this confetti cannon over the competitors because it is so versatile. What makes this cannon so versatile is it shoots 3 different size loads. So if you have a small venue with 8' or 10' ceilings you can use the small confetti cartridge without having to worry about blowing the ceiling out. If you are in a large banquet hall with 20' to 35' ceilings the medium cartridge will be your best option. And if your outside the large cartridge will shoot confetti over 55' in the air. You can also choose the color of confetti you want, the style you want (streamers, or square confetti), or you can order an empty cartridge that can be stuffed with items like popcorn. If you would like to learn more about our confetti cannons you can visit our website at www.windswept.com or call us at 724-539-1009.

Corporate Event Planning

This video is a great tool for anyone planning a corporate event. It will help you decide on what type of venue, catering, and entertainment is right for you next corporate event. If you are in need of a corporate event planner visit our website or give Windswept a call at 724-539-1009.

Confetti Cannon

We just added two wireless confetti cannons to our inventory.  These cannons are capable of shooting confetti 60' in the air from a remote detonator.  We have smaller confetti charges that are perfect for indoor or tented events as well.

Twitter

Windswept is now on Twitter, you can follow us under the name WindsweptEvents.

Planning a Company Picnic?

So you have been put in charge of planning the company party this year, now what? Well there are a couple of questions you will need answered before you even start planning the event.

1. What is my budget?
2. Is the party going to be for employee's only, or for employees and their family?
3. Is the party adult only?

Once you answer these questions you will need to determine what kind of party you want to have. Do you want to have a formal, or casual event? The answer to this question will help you choose the proper venue, and caterer for your event. If you choose to do a formal Party that is adult only, you may consider holding your event in a hotel banquet hall or in an elegantly decorated tent, and book entertainment like a jazz band.If you choose to have a casual event where children are welcome you may want to look into a local park or consider bringing tents and entertainment to the parking lot of your business.

We have found parks are very popular, especially parks that have a pool. Most of the time these parks can be rented out so that you will not have to share them with the general public. Not having to share the park with the general public is what makes this option so much better than renting a pavilion at an amusement park. The problem with holding your party at an amusement park is you hardly see your guests because they are mixed through the park with thousands of strangers. The other nice thing about holding your event at a park rather than an amusement park is it is normally much closer to where your employees live. This eliminates the need for your employees and there families to travel long distances to attend the party.

Once you have chosen a venue you will have to select a caterer. If you choose to hold your event at a banquet facility they will most likely be doing your catering so you will only have to decide what food you would like them to serve. If you are going to hold your event at a local park you will need to find a caterer. When you start calling caterers it is important that you tell them where the event will be held, and that you ask them if they are capable of providing food to the number of guests you are having at an outdoor venue. You will also need to find out what power and space requirements they require, often you will have to provide the caterers with a tented preparation area and power. BBQ is always a popular choice at outdoor company parties, because it is affordable, it serves large numbers of people, people love it, and it typically cuts down on the power and set up area the caterer will require. BBQ is also a good choice because most caterer's that do BBQ menus bring a large variety of meats and side dishes plus a vegetarian alternative to your event so there will be many different options for your guests to pick from, this ensures all of your guests will be satisfied with there meal.

After the catering is booked you will need to consider shelter in case of inclement weather. This really only applies if you have chosen an outdoor venue for your event. If you have rented a local park for your event you will typically have a pavilion that can be used, but you will have to decide if it will be large enough to keep all of your guests and food dry in case of rain. If the pavilion is not large enough you will need to rent tents for your event. Most good rental companies like Windswept Entertainment & Events will try to set your tents up a couple of days before your event and then tear them down the day after your event is over. Before you tell your rental company that this delivery and tear down schedule is ok you need to check with the park, because they may have other events in the park the day before or the day after your event. If you find that your tents need to be set up and torn down on the same day as your event Windswept and other good rental companies will meet those installation deadlines for you, but you can expect to pay an additional set up fee. Along with tenting you will need to consider the sites facilities, is there enough bathrooms to meet the needs of your guests? If there is not you will have to decide if you want to rent port-a-johns or restroom trailers that give you all the amenities of your home bathroom.


Now that you have the venue, shelter, food, and sanitation taken care of you will need to decide on what you are going to do to entertain your guests. If you have chosen an indoor venue you will want to consider entertainment like balloon artists, face painter, caricature artists, and magicians, for the children and a band to keep the adults entertained. Casino set ups are also very popular at these events and can keep both the children and adults entertained considering they wont be playing for real money. If you have chosen an outdoor venue such as a park, mixing inflatable rides in with the same entertainment used at an indoor event is a very popular way to keep both children and adults entertained. A good amusement ride company will have a variety of inflatable rides available for all different ages. When choosing an amusement ride company be sure to ask if they are ensured, that they will deliver, set up, and staff all the rides, and that there ride operators are all state trained. Using a professional amusement company will keep your employees and there families safe and make you look like a hero.

If you are planning a corporate event and would like the help of an event professional please give our offices a call at 724-539-1009.