James Fletcher Marquees was approached by a client to provide a bespoke marquee solution for five consecutive Durham University Students’ Summer Balls. These high-profile events, held at Derwent Manor near Consett, required precise planning and execution to ensure a smooth and seamless experience for both the event guests and the hotel’s other occupants.
Client Brief: A Seamless and Elegant Event Solution
The client’s main objective was to create an elegant and functional venue for the Summer Balls, which would accommodate varying guest numbers across five consecutive nights. The events were to be held at Derwent Manor, a hotel with active guests, meaning that minimising disruption and noise during the installation and removal of the marquee was critical.
With a capacity to host up to 1000 guests for the largest event, and with varying guest numbers each night, the marquee needed to be adaptable. Additionally, the client was responsible for organising their own power supply to ensure efficiency and cost-effectiveness.
James Fletcher Marquees was tasked with providing the marquee, floor covering, furniture, and other key event essentials, while adhering to a strict timeline that would cause minimal disruption to the hotel’s guests.
Our Solution: A Flexible and High-Quality Marquee Setup
For this project, we offered a tailored solution that would meet the varied requirements of the client, ensuring that each of the five events had a marquee setup suitable for their guest count, while maintaining a high level of comfort and aesthetic appeal.
A 55m x 25m Frame Pavilion for the Largest Event
For the largest event, which catered to 1000 guests, we supplied a spacious 55m x 25m frame pavilion. This marquee was perfect for the scale of the Summer Ball and created an elegant setting. The inner lining of the marquee was ivory, providing a neutral, sophisticated backdrop for the evening’s entertainment and decor. The venue was designed to accommodate the event’s scale, with ample space for guests to move comfortably between seating areas, dance floors, and catering sections.
Adaptable Layout for Smaller Functions
For the smaller event with 600 guests, we adapted the marquee layout by screening off one section to reduce the overall space while still ensuring ample seating and a comfortable atmosphere for all guests. By adjusting the structure of the marquee, we were able to optimise the space and create an intimate yet grand setting for the attendees, without compromising on the luxurious experience.
Quality Flooring and Dance Area
A full interlocking floor was installed in both marquee sizes, with a charcoal carpet throughout to give a sleek, modern look. The polished pine dance area was strategically placed in the marquee, ensuring that it was easily accessible yet distinct enough to allow guests to enjoy the dancing and entertainment without disturbing those seated.
We understand that the floor is a crucial element in any event setup. Not only does it create a more professional and clean environment, but it also ensures safety for guests during the event. The polished pine finish added an extra touch of elegance, perfectly complementing the overall design and enhancing the atmosphere of the evening.
Elegant Gold Gilt Furniture for a Touch of Luxury
To further elevate the event experience, we supplied Gold Gilt bentwood chairs, providing a classic yet contemporary style that matched the formal nature of the Summer Balls. These chairs were paired with round tables, offering ample seating space for guests to enjoy their meals in comfort. The furniture design was chosen to complement the opulence of the marquee while offering a practical and comfortable seating arrangement.
The combination of Gold Gilt chairs with round tables created a sense of intimacy, with guests being able to enjoy the event while seated at a stylish and functional table setup. This arrangement also allowed for smooth service and easy flow of guests throughout the evening.
Separate Food Preparation Marquee
We recognised that a smooth event requires efficient catering, so we provided a separate food preparation marquee for the hotel staff to use. This ensured that the catering team could prepare and serve food without interfering with the main event, maintaining a seamless flow of service throughout the evening.
By creating a dedicated space for food prep, we ensured that the catering staff had all the facilities and space they needed, while also ensuring that the main event marquee remained uninterrupted, allowing the guests to enjoy the celebration without any distractions.
Luxury Toilet Facilities for Comfort and Convenience
In addition to the marquee and furniture, we also supplied executive toilet units in partnership with Loos4hire of Bishop Auckland. These luxury toilet units were chosen to provide guests with a high standard of hygiene and comfort. Our team worked closely with Loos4hire to ensure that the facilities were positioned discreetly yet conveniently for all guests, adding another layer of luxury to the event experience.
Timely Installation and Removal to Minimise Disruption
To ensure minimal disruption to the hotel’s guests, our team adhered to a strict installation and removal schedule. We arrived on-site around 8:00am each day and completed the marquee setup by 16:00pm, giving the hotel staff ample time to prepare the space for their own guests. The installation process was carried out quietly and efficiently, ensuring that noise levels were kept to a minimum throughout the day.
By sticking to the client’s specific schedule and ensuring the work was completed within the required timeframes, we were able to deliver an exceptional marquee setup while maintaining the comfort and privacy of the hotel’s overnight guests.
Key Features of the Marquee Solution:
Versatile Layouts for Varying Guest Numbers: We provided a flexible and adaptable marquee solution that could accommodate both large and smaller guest numbers, ensuring an optimal experience for all events.
Elegant Interior Design: The use of an ivory inner lining, Gold Gilt furniture, and high-quality flooring ensured a luxurious, professional setting that matched the grandeur of the Durham University Summer Balls.
Comfort and Convenience: Executive toilet units and a separate food preparation marquee provided additional comfort for guests and staff, while a polished pine dance floor created a perfect space for entertainment.
Efficient Setup and Minimal Disruption: Adhering to a tight timeline allowed us to deliver the marquee on schedule without causing disruption to hotel guests.
Conclusion: A Successful Collaboration for Five Incredible Events
The Durham University Students’ Summer Balls were a resounding success, with each event benefiting from our flexible, high-quality marquee hire service. By working closely with the client to understand their requirements and ensuring that every detail was taken care of, James Fletcher Marquees was able to create an elegant and functional venue for all five events, delivering a memorable experience for all attendees.
Our ability to adapt to varying guest numbers, deliver a professional yet comfortable setting, and ensure that the event timeline was respected proved to be essential in meeting the client’s needs. With careful planning and a dedicated approach, James Fletcher Marquees once again demonstrated its commitment to providing the highest standards of marquee hire for events across the North East and beyond.
For more information about how James Fletcher Marquees can make your event unforgettable, get in touch with us today.
