How to Choose the Right Temporary Event Structure Supplier: The Ultimate Checklist

When it comes to hosting unforgettable events, having the right event structure can make all the difference. Whether it’s a brand or sponsorship activation, wedding, corporate event, hospitality event, festival, or private celebration, selecting the right supplier is critical. This isn’t just an important consideration when thinking about how your event will look, but for safety, logistics, and the overall experience from idea right through to delivery.

If you need a structure for your next event, we know it’s not always easy to know where to start. If you are wondering “How do I choose the perfect event structure supplier?” we’ve compiled the ultimate checklist to help you navigate the process like a pro, with confidence…

Be Clear About Your Needs

Finding an event structure supplier can feel overwhelming, especially with so many options in the market. To simplify the process, and whittle down a list of potential suppliers, we’d suggest working though these steps:

1. Start by identifying the kind of event you are planning (e.g., a corporate event, a high end sponsorship activation, a wedding etc.) and really think about the expectations of your attendees.

• What will they expect?
• What will they have experienced in the past?
• How can you make this event better than their previous experience?
• What will they remember?

2. Determine the type of temporary structure that you think will suit your needs

• Do you need an elegant stretch tent, a durable marquee, a truss structure, or modular event structures? Or aren’t you quite sure yet which temporary structure to use? (Spoiler – if you’re not sure yet, that’s nothing to worry about and something a good supplier can help you work out.)

3. Look at the practical elements

• Think about lead times – how long do you need to plan, confirm final plans, what are the installation timelines?
• Your venue: Are there any restrictions? Is there sensitive or challenging terrain? Are there any access considerations?
• Budget

It’s likely you’ll already have ideas in your head of how your structure will look on the day, but this isn’t always something that comes straight away. No problem if so, just collate what you know for sure and you’re on the right path.

Once you’ve gone through the above factors you can then get thinking about what success ‘looks like’ which will inform how the space is designed, and what structure/s to use. An experienced provider (like our team at WH Silverbacks) will be able to help you visualise your event once they know what you need and any factors that can’t change.

2. Evaluate The Range of Temporary Event Structure Options Available

Once you’ve got a short list of possible providers, find out if they offer a diverse selection of event structures. Why is this important? Because with all events, things can (and often do) change. Working with a supplier who has the ability to adapt as your needs may change, is really important to getting a great end result.

Consider these things:

• Variety: Look for suppliers who provide a range of options, from stretch tents to marquees, or even modular and bespoke designs or truss structures
• Flexibility: You’ll always be better off if you can find a supplier who offers structures with customisable sizes, shapes, and configurations to suit your layout and theme. This way, you’ll have lots of options to make your event come to life in the best possible way, rather than having to spend lots of time shopping around, and potentially using several suppliers for one build
• One-stop shop: If your event requires multiple structures, working with a supplier who can offer a comprehensive package with everything via one point of contact, will save time, cost and make planning easier and more thorough. At the end of the day, as a planner, you want your life to be made as easy as possible and for your supplier to do the heavy lifting when it comes to design, planning and everything that comes with the actual installation.

3. Don’t Underestimate the Importance of Compliance and Safety

Safety should be a top priority when choosing an event structure supplier. Adhering to health and safety requirements is a crucial aspect of event planning that can significantly impact the success and, importantly, sustainability of events.

So, when you’re looking for a supplier, it’s worth knowing that a reputable company should:

• Have all required certifications, insurance, and health and safety documentation readily available and have demonstrated experience creating a thorough RAMs (Risk Assessment Method Statement) for installation and derig.
• Document their adherence to industry standards, making sure that their structures meet any compliance measures, which especially in the UK, can be rigorous.
• Be willing to share these resources with you during the planning process. You’ll want to be confident in their ability to deliver, and safely.

If you want to delve into this more deeply, here’s a great guide from Function Central that covers off health and safety for events.

Read the guide: A Definitive Guide to Health and Safety Requirements for Event Planning

4. Check Proven Experience and Portfolio

Not all suppliers are equal and a strong track record is a key indicator of reliability and quality. Suppliers who can deliver on versatility (such as stretch tents that adapt to irregular terrains) are in high demand in the UK, particularly for outdoor events. So, it’s always worth checking a potential supplier’s credentials before engaging.what t do

• Look for companies with proven experience across a variety of events
• Study their portfolios: What type of events are they showcasing? Weddings, festivals, or corporate events? Consider the complexity of your event and the complexity of events/similar events they have delivered before
• What do their customers say? Have a look at customer reviews and testimonials to see if they consistently deliver excellence. If so, that’s a great start.

5. Be Sure of Transparent Quoting

All events will be running on a set budget, so it’s important to work with a supplier who understands this and works with you, anticipating everything ahead of time, so there are no nasty budget surprises you weren’t accounting for.

A reputable supplier should offer detailed and transparent quotations and be able to plan for various scenarios. They’ll also help you decide on a structure that meets your needs, by undertaking a thorough site survey ahead of time so you can plan thoroughly.

• Itemised Costs: Are all costs clearly broken down, including labor, installation, and dismantling?
• Flexibility in pricing: Can they accommodate changes to your requirements without unexpected fees?
• Value for money: The adage “Buy cheap, buy twice” is particularly relevant in the context of events. Make sure that your quote includes all elements including the site survey/site visit (which isn’t always required but is generally recommended), the design process, installation and derig. Make sure that they demonstrate the capacity to handle ‘extras’ that may arise onsite, without costs you’re not made aware of at the outset.
• Compare pricing: Initially, some providers might seem less expensive, but it’s crucial to obtain comparable quotes and accurate comparisons to inform your decision before committing. This will help avoid the pitfall of choosing a seemingly cheaper option only to find that it doesn’t offer the same value or quality in the end or lead to additional unexpected expenses further down the line.

6. Consider the Working Relationship

Choosing the right event structure supplier extends beyond services; it works best when it’s a relationship built on communication, trust and excellent service. Event planning is never a one person job and it’s always a team effort.

You’ll need to work closely with this supplier throughout the planning process as they’ll be delivering an important part of your event that will help it succeed, or fail. They need to become a part of your team and work towards your joint goal.

With this in mind, it’s worth thinking about their working style in terms of:

• Are they good at communicating and timely with their communications? How a company manages your enquiry is a good indicator. A reputable company will be proactive and communicative from the offset
• Are they reliable and trustworthy?
• Will they commit to the required timelines?
• Will they offer flexibility, critical thinking and question you to get the very best result?
• Do they offer any additional services or support? Can they offer supplementary services such as flooring, lighting, heating, furniture? They may not always stock it will often have a good network of suppliers who can, and offer you reduced rates.
• Do you get on with them? (An important one that’s often overlooked, but really important!)

Naturally, when choosing a supplier of this nature, there will be some that ‘click’ and some that don’t. If you feel comfortable with a supplier, go with your instincts.

Final Thoughts

Choosing the right event structure supplier can be daunting, especially if you’re working with someone new, or on a new event for the first time. But armed with this checklist, you should now be well-equipped to make a confident decision. Remember, a great event starts with choosing the right partner. So narrow down your options, research thoroughly, and trust the supplier that ticks all the boxes on this checklist.

About WH Silverbacks

WH Silverbacks take pride in delivering quality event structures and building lasting relationships with clients. We don’t consider ourselves a ‘supplier’ but more a dedicated partner to help you bring your event vision to life, with ease, as part of your team.

Have an Upcoming Event You’d Like to Discuss?

Contact our expert team today, we’d love to talk.

Tel: 01202 096957

Email: info@whsilverbacks.co.uk