The Brief

Green Field Marquees were appointed to build a multitude of different marquees to accommodate Cargilfield Prep School’s 150th Anniversary Ball, with 500 guests due to be attending.

Vital Statistics

500 ATTENDEES
1,275 sqm IN MARQUEES
3 TIMES PREVIOUSLY WORKED WITH CARGILFIELD

Date

Summer 2024

Category
Corporate
Our Work
Their service was exemplary from start to finish as we were not an easy committee to work with. Nothing was too much trouble and Miles frequently returned to the site to discuss our constant changes of plan! From the initial enquiry to the final takedown the team were responsive, helpful and courteous – always available to address our last-minute changes, ensuring everything went smoothly. Their expertise and willingness to go the extra mile truly set them apart.

Mrs Sophie Whitehead – Cargilfield Ball Committee

 

 

The Strategy:

Our team needed to consider a range of variables at all stages of the process, from deciding on the size, number and layout of the marquees to the equipment, staff and vehicle requirements when it came to building the tents.

  1. Miles (Co-Director) had to consider the number of guests as well as the sizes of the dancefloor and bar when creating layout ideas. Miles met with the client multiple times and provided 17 different scaled drawings before deciding on a final layout and plan.
  2. Miles met with the client multiple times on-site, helping gain an understanding of the area where the marquees would be built, and helping to plan accessibility and space.
  3. Once confirmed, Directors, Murdo and Miles, used internal software to ensure that we would have the equipment available for the relevant dates,
  4. We then liaised with trusted partners such as power and light suppliers, Arkwright & Wills, and portable bathroom company, Bordaloo, to provide the client with a full event offering.
  5. We planned to build the tent early during the week leading up to the event to give our partners and the client sufficient time to prepare for the event on the Saturday.
  6. With bad weather being a concern, we attended the site a day prior to the full build to unload floorboards, saving us time the following day.
  7. Our well-trained team ensured that all trucks and vans were loaded with the correct equipment ahead of the build and upon arrival, got straight to work, first of all measuring the area and ensuring the foundations were centred before lining up the baseplates and unloading the trucks.
  8. With both Murdo and Miles on-site for the build, the team was split to do different pieces of work, with site managers and foremen taking charge of smaller teams.
  9. We built multiple tents throughout the day, with our two bigger tents (12m x 35m and 15m x 40m) joining side by side to make room for all seating and the dancefloors, with Pagoda’s and a smaller tent (9m x 21m) to give room for the bars and catering.
  10. With the client on-site during the build, we were able to keep in constant communication to confirm that we were bringing their vision to life, and answering queries on where certain features would be situated.
  11. We provided the finishing touches by carpeting the required parts of the marquee, as well as ensuring that the guttering that we had installed was watertight, leaving the site safe in the knowledge that our partners could easily get their jobs done, and our marquees were up to ours and the client’s standards.
  12. At the event, we made sure to have a team member on-site to make sure that any issues that arose could be dealt with swiftly, as well as opening our window walls at the request of the client.
  13. Once the event was over, we once again ensured we had the staff and vehicles available to take down all the marquees efficiently, loading all the equipment back onto the trucks to take back to the warehouse or to other jobs, leaving the site how we found it and causing as little disruption to the client as possible.