Choosing the right event partners: tips for selecting event partners

An experienced event partner supports you with extensive expertise and long-standing expertise in the planning, construction, and assembly of temporary event buildings. At the same time, experienced event partners are experts in project management and can deliver even highly complex projects on time and within budget. They are also able to coordinate and oversee the entire planning and assembly process.

A reliable event partner:

An event partner with experience knows what to look out for when it comes to events and, at the same time, does not forget that your event is unique and requires individual planning. However, this can only be achieved if the potential event partner is interested in your ideas and concepts. During consultations, careful listening is therefore essential in order to understand what the client wants. At the same time, it helps to ask many questions in order to gradually find the ideal solution for the respective event.

If an event partner asks you many questions, this is therefore a good sign and demonstrates commitment. It shows their interest in your project and ensures that every detail is taken into account. An expert event partner uses all your information to offer you the perfect solution or various possible approaches.

To find out how committed your supplier is, you can also ask them a few questions yourself. These may, for example, relate to the following topics:

• Case studies and references: what similar projects has the company already carried out?
• Certifications and standards: to which standards are the buildings constructed? Are the buildings and materials used certified?
• Manufacturing process: where are the products designed and manufactured?
• Origin of materials: where do the materials come from?

Tip: in addition to assessing the qualities of the event partner, also check those of the manufacturer. A look at the manufacturer’s company website usually provides even more detailed information about the quality of the provided party and festival tents.

At the centre of every cooperation with an event partner should be your needs and wishes. This may sound self-evident, but unfortunately in practice it is not always the case. Suppliers often present generic offers that do not take customer wishes into account. This is not always due to an inherently unreliable way of working; stress or internal targets can also be behind it. Nevertheless, these factors should not affect the quality of expertise.

During consultations, ask directly why exactly this product has been selected for you and how it differs from other products. What are the advantages and disadvantages of the respective space solution? What cost differences arise for you? The more you ask, the more likely you are to recognise whether the company is truly acting in your interest and offering you exactly the product that meets your requirements. A brief search on the respective company can also often help to gain an initial impression.

Even though the assembly of temporary lightweight structures is completed within just a few days, it should not be underestimated how complex the entire construction process is. Many different trades are often required before a tent is turnkey. This includes not only the construction itself, but also the planning of access routes, lighting, flooring systems and many other important details. If required, furniture, decoration and catering must also be planned. Coordinating these many tasks and steps can be very time-consuming. With a competent event partner at your side, you can place the coordination effort and many tasks in reliable hands.

Competent and experienced event partners typically take on the following tasks in order to make the entire project process as straightforward as possible for you:

• Project planning and project management
• Structural design planning
• Planning of electrical and sanitary installations
• Planning of tent equipment and tent accessories
• Site preparation
• Coordination of the various suppliers and trades
• Logistics planning
• Site management and assembly
• Ongoing support, even after installation

After you have received an offer from your potential event partner that covers all your requirements, it is important to go through the offer in detail. Only then can you determine what costs you will actually need to expect by the end of the project. Not all costs are always listed in an offer. Therefore, make sure that no additional costs will arise beyond the price stated in the offer and that it is the final total amount.

Ask specifically about any costs that may still occur. In the case of a reliable event partner, all applicable costs are already included in the offer and additional costs are excluded, unless you request additional services.

When choosing the right event partner, quality plays an important role. But how can you recognise quality? We will show you in detail:

High-quality materials: the materials used are decisive for the load-bearing capacity, durability and sustainability of your temporary building. Reliable and competent event partners cooperate with first-class manufacturers of event tents such as HTS TENTIQ, as they rely on high-quality materials in order to achieve satisfactory solutions for customers.

Certifications: to more easily verify the quality standards of an event partner, you can refer to the certifications, norms and standards for construction materials used by the cooperating manufacturer in tent production. These define important criteria for buildings and construction materials with regard to fire protection, stability, load-bearing capacity, energy efficiency and recyclability, durability, weather resistance and longevity. If the construction materials and buildings of the tent manufacturer are certified and produced according to European or international standards, they also comply with the applicable legal regulations and building regulations.

Expertise: a supplier with experience in the construction of temporary buildings will also incorporate their expertise into your project. Use this expertise to realise the best space solution for you. Although cooperation with a newly founded event partner can also be successful, many years of market presence from your event partner brings a great deal of expertise for your event.

Consultation: customer service is a key quality aspect when searching for a reliable event partner. You can start your project with complete peace of mind if advice and support are provided from planning through to installation and maintenance. Make sure you have a contact person who is easy to reach and takes care of your concerns.

Availability and production capacity: in event planning, the temporary building must be ready for use by a very specific date. Delivery delays are a major risk to the success of an event, particularly in event management. Find out about the storage capacity of the event partner or the production capacity of the supplying tent manufacturer, as these also allow conclusions to be drawn about availability.

As a leading tent manufacturer and proven supplier for numerous event partners, we possess extensive expertise in what truly matters when it comes to space solutions in the events sector. High quality standards form the foundation of all our specialist departments. Only in this way have we been able to supply high-quality temporary buildings that our customers can rely on for more than two decades.

Quality begins with us at the stage of material procurement. Our products are manufactured in accordance with ISO certifications and European and international standards. We source our materials from Europe and use exclusively extruded aluminium for our frames, which is corrosion-free for life. We use hot-dip galvanised steel for inserts and connecting components. All our structures are designed in accordance with DIN EN 13782 and, depending on the type and configuration, can withstand wind speeds between 80 km/h and 102 km/h. Most product components are manufactured in Germany, at our site in Kefenrod.

In order to deliver the greatest benefit for you, we continuously work on optimising our products. Our temporary buildings are designed for a service life of several decades and can be dismantled and reassembled at another location with minimal effort. If your existing tent needs to be extended for your next event, this is no problem thanks to our modular system.

Closely linked to the highest product quality is our strong commitment to service quality. From planning and design through to installation, we support our cooperation partners with a comprehensive service. We assist with the selection of the perfect accessories, the construction notification or any required building permits, as well as all safety-related matters. As an experienced tent manufacturer, we have a very extensive network of suppliers and event partners who can support you in the realisation of your event. Even after the erection of a temporary building, we continue to provide advice and support to our partners and customers for as long as they need it.