Conference tents are spacious and customizable structures that provide you with a safe and comfortable place to host important events. This guide will help you decide which type of tent to get for your project. It will discuss various considerations of size, style, and features to match your needs.
Different Conference Tents for Different Needs
One of the most important things to know about selecting a tent is that it comes in a variety of configurations that suit specific uses. Every conference or large gathering is unique, and it’s best to take a customized approach to picking out a tent. Taking a look at these main tent styles can help you find the right one for your upcoming conference.
An arcum tent has a distinctive curved roof design that stands out. This style of tent only takes around 5 to 15 days to install, which makes it a quick set-up for rapidly approaching event dates. If you have several back-to-back conference events in the same area, then its modular design allows for needed flexibility. Being able to expand or reconfigure the layout gives you more options for creating unique spaces for multiple events.
Mixed party tents are designed to hold large crowds. The characteristic of a Mixed party tent is that the top of the tent can be designed to be mixed in various styles, such as Arcum, a-frame, and polygon shapes. With transparent glass walls, sliding glass panel doors and even the option of adding an air condition unit, you can provide a high-end feel and ultimate comfort in a temporary setting. The unique framing design also allows you to provide an unobstructed open space that is perfect for hosting demos or setting up a stage without interior poles impacting visibility.
- Event Dome
An event dome makes a dramatic visual impact on conference attendees from the moment they arrive. The Public Space Dome can accommodate an attendee count of 1,000 people standing or 440 for a sit-down celebration. Adding an optional ground sheet creates a clean space for professionals to walk on as they mingle and network at corporate events, and a ventilation system makes it feel like you’re indoors.
Flat roof tents are available in varying sizes, which gives you more control over the size you choose to meet capacity. These tents are built using state-of-the-art aluminum frame systems that are strong enough to stand up to snow, rain, and high winds. The simplicity of this tent gives event planners a high degree of freedom to decorate the walls with billboards, posters, and other types of themed decor.
7 Considerations for Choosing Your Ideal Conference Tent
Being careful about your choice of tent is critical for hosting a successful event. You can feel confident that your conference will take place without any problems when you consider each of these key features.
Venue and Space Requirements
The location of your event and the amount of space it will occupy in the area play big roles in what type of conference tents will be appropriate. Figuring out if a single, large tent fits in the area only requires using the dimensions of the ground location to determine if there’s enough room with enough capacity to host all of the attendees.
You can use specialized software or professional calculations to see exactly how one or multiple tents will fit in a venue. You can even include information regarding parking areas and open spaces in your event design layout to ensure that everything fits together seamlessly, and there’s ample room for guests to move around.
Size and Capacity
Measuring the space of the venue and knowing the dimensions of the tent make it possible to select the appropriate tent size to include everything you need for a successful conference. Here are a few factors to consider for capacity:
- Guest count: Use the invite list to identify a strong estimate of the number of attendees.
- Event/Conference Layout: Include space for accommodating vendors, concession stands, restrooms, and other essential elements of the conference plan.
- Team size: Remember to include keynote speakers, event hosts, concession vendors, and other service providers in the overall headcount.
- Stage area: Aim to strike the perfect balance for the stage size that incorporates the type of entertainment included in the event along with the visual impact.
Weather and Seasonal Considerations
Conference tents shield attendees and hosts from harsh sunlight, rain, and snow that could otherwise ruin a perfect day. Wind-resistant walls also help to keep tablecloths, sound equipment, and other essential elements from blowing away. Take a moment to consider the weather forecast for the location of the conference along with the general climate. Then use this information to identify tents that meet your needs.
For instance, Arcum tents are designed to resist up to 75 mph winds, meanwhile, geodesic domes have insulating layers that can keep conference attendees warm. As a general rule, it’s best to go with the strongest tent style your conference budget allows while keeping sizing and capacities in mind.
Customization and Styling Options
Customizing a tent for an upcoming conference elevates the event. Shelter Structures offers tents with multiple types of customization options. You can add branding and company colors to create a cohesive style that also generates a sense of loyalty, and walls help define the space and create areas for visual aids.
Flooring is an add-on that instantly transforms an outdoor venue into one that feels more like a traditional brick-and-mortar conference room. Lighting, heating and cooling systems, and sound systems add to the ambiance to create the ideal scene for company celebrations and product launches.
Budget
Your company or organization’s budget for the conference can impact the size and features that you choose. When budgeting for a conference, one of your biggest considerations is whether to rent or purchase the tent. Although renting is typically less expensive, there are some benefits to buying.
If your company holds meetings regularly, buying a tent would be relatively cost-effective, as you don’t have to rent it frequently, and you can customize the company logo on the tent you buy. Buying a tent can also help you create a more accurate list of knowable expenses for events since you’ll have an idea of what you need to set up dining tables, stages, and vendor booths.
Installation
Conference tents come with detailed instruction plans that outline how to ensure that the final results are safe, secure, and durable.To install a tent, you’ll need to prepare the ground and foundation. Next, you’ll build the internal frame using a detailed guide. Securing the tent cover and conducting a full inspection are the final steps to creating a safe place for everyone to gather.
Shelter Structures provides full installation services that ensure that you don’t miss a single step of the process.
Safety and Permissions
Many local municipalities require permits, inspections, and other certificates to ensure that event tents and venues meet safety and building requirements. The permits and safety inspections you’ll need to plan for depend on the size, location, and capacity of the event.
Make sure to check with the local business planning and development department to find out if you need building, food, and sound permits. The local fire department can also provide you with guidance on safety inspections to ensure that your conference is in full compliance.
Making the Right Choice
The diverse types of conference tents that are available provide you with plenty of options for establishing an event space that everyone will enjoy. Once you find the appropriate venue and have a close estimate of the guest count, it’s time to start exploring tent choices.
Shelter Structures offers diverse tent styles that are durable, high-quality, and customizable to fit your event’s needs. Reach out to our team to get professional advice on which conference tent is best, and take advantage of our customization and installation services for a truly memorable event.
