Before your event, our logistics team will liaise with you about the dates and times for your setup and take down of the tent.You can expect our crew to arrive at the arranged time, to efficiently and professionally erect the sail tents and interiors according to the agreed equipment list.
On arrival, the crew chief will need to meet you to agree the exact positioning of the sail tents, finalise the position of doorways and walling, and which sides should be up and which should be down taking account prevailing weather conditions. It is really important for a successful day that this happens swiftly on arrival, as our crew can’t begin any work until the sail tents are positioned.
At the end of set up, our crew chief will conduct a series of final checks and we will then be ready to handover the equipment to you. The chief will go through the equipment list with you, double checking that everything is present and run through various points you will need to know.
After your event is over, you can expect our crew to arrive on the day and at the time agreed, to efficiently take the sail tents down and remove everything from site.
To enable take down to proceed smoothly, we will ask you to ensure that any equipment that is not ours has been removed from the sail tents before we arrive. We will also ask you (or someone you nominate) to be available to speak to should there be any discrepancies with the stock check.
Once we have cleared the site and loaded our vehicles, our crew will walk over the site to ensure that we leave the area clean and tidy.
On Site Support
If you want us to, we can provide a member of our crew to be on site during your event. They can raise and lower the walls as required, tend to the heaters and generally help out. As a matter of course, we will not leave someone on site unless you ask us to do so.
Standard arrangements when hiring any form of equipment is that the client is fully responsible for all loss or damage. With the value of our equipment on most jobs extending to many tens of thousands of pounds so it’s of course important that the equipment is properly insured.
Clients are welcome to arrange their own insurance but it is not always easy or cost effective for you to do so. In these cases we can offer a damage Waiver, which is calculated at 3% of the equipment hire charge. Depending on the site, (for example if the site is accessible by the public) we may require special security arrangements to be in place.
The Damage Waiver means that The Sail Tent Company takes the risk of loss or damage to the equipment whilst it is in the client’s care, except that the client remains responsible for:
a) The first £500 of any loss or damage
b) Any loss or damage caused by the client’s negligence or legal liability
c) Any loss or damage caused by the client’s failure to adhere to any special security arrangements that have been agreed.
Bespoke visualisations and 3D animations, specific to your event, can be commissioned to help visualise and appreciate the space inside the sail tents. Specific quotes can be provided, and the cost of this service depends on the complexity of the structure and its interior.
Difficult or Unusual Sites
We can’t achieve the impossible, but we do like a challenge. We have experience building our structures over trees; we have incorporated old stone walls, flowerbeds, and we have built tents on a scaffolding platform over a lake. We have erected tents in the tightest of spaces, and, if there’s a way to do it, we will find it.
Long Term Use
For periods of use extending to weeks or even months, we are always happy to discuss cost-effective solutions. Extended hire, sale with buyback, or outright sale are all possibilities depending on circumstances.