Event Tips & FAQs
Event Tips and FAQ’s
When choosing a venue (try to have a plan B), or we can help choose if you prefer, see our friends page for some alternative ideas and inspiration.
Look to see how exposed the location is, this is critical depending on what time of the year your event is. See below for weather restrictions.
Try to ensure the ground is reasonably level with good surface water drainage, check it doesn’t get boggy when it rains.
We can pitch the Tipi’s on grass, chippings and Tarmac (which may require drilling). We can also pitch our Tipi’s on concrete, although an additional charge for an anchorage system will be required.
Good access for delivery vehicles is essential, our vehicles are typically 4x4, others may not be.
The footprint of each Tipi is 10.3m diameter with the sides down and 13m with them up. Depending on the number of Tipis you require and the orientation will determine the area required. We can discuss this and access into the Tipi’s during a site visit.
We would ideally like to carry out a site visit as soon as possible to ensure the site is suitable, and meet with you to discuss any concerns or queries you may have.
What happens if there are no services (water & power) available?
We will try to draw power from a nearby source, or we can supply a generator if required (the cost will be dependent on size). If you wish to supply your own generator we will advise you of any power requirements our equipment will have.
What are the weather restrictions?
High winds are the main concern when erecting the Tipi’s. If high winds are forecast on the day we plan to pitch, we’ll discuss with you an alternative day. This is where plan B comes into play, if your site is exposed, or not well drained. A more sheltered plan B is a good opportunity to ensure your event continues on time in adverse weather.
The wind will also dictate which sides of the Tipi can be opened. Discussions with the onsite team who carry out risk assessments will provide a suitable solution for the site weather conditions. We can arrange for solid timber doors which can be useful for winter events.
Your guests will be very comfortable in the colder winter months as there are options for open fires and space heaters. These can also be useful in the cooler summer evenings if everyone is not jumping around.
What other services will I need?
What furniture, fixtures and fittings will I need?
We can supply tables, benches, chairs, dance floors and a bar. We work closely with some great wedding stylists and event planners who are best placed to advise further on their area of expertise. Please visit our friend’s page to see their contact details.
The flooring we typically supply is a coconut coir matting, which is an industry standard and heel proof. On sites that are damp underfoot, or there is a possibility of rain we lay a damp proof membrane underneath to stop any moisture coming through.
We also offer 5m bell tents for the luxury glamping experience as onsite accommodation. Please see our stay with us page for further details.
Do I need a deposit and is it refundable?
We will over a period of time have discussed your requirements, and aspirations which will lead to a formal quotation. If the quotation is acceptable and you are happy to proceed we will send you a booking form and a 25% deposit invoice. After receiving the signed booking form and deposit payment we will reserve the Tipi’s for your event. If something occurs between this date and 28 days prior to your event that results in the event being cancelled. We will refund your deposit (less reasonable rebooking charges not exceeding 20%) if another booking can be secured.
The remaining balance is due 1 month prior to the event date. Similarly to above if something occurs that results in the event being cancelled we will refund your monies (less reasonable rebooking charges not exceeding 20%) if another booking can be secured.
Further details can be seen on our Terms and Conditions page.
We can make changes to your booking as long as they are agreed prior to the final payment 28 days prior to the event. That said we will be as flexible as possible.
What Insurance cover will I need?
You will need to provide event insurance from a reputable insurer to cover loss or accidental damage to our equipment, cancellation, breakages and injury to guests/third parties. If you have chosen to purchase our Damage Waiver, which covers loss and accidental damage to our Tipis and equipment during your event, you will still need to insure for third party protection and cancellation. Please read the details on the Damage Waiver page