A successful 2024 outdoor event season will depend on how well you prepare in advance. Here we give our top tips on how to prepare your gazebo and make the most of your shows.
Inspect your event gazebo
Whether your event gazebo has been in storage, or you have purchased a brand new commercial gazebo, the first task is to set the gazebo up in advance of any event. Check the state of the frame paying particular attention to any screws that may have worked loose during previous use. Brackets and joints may require a small amount of lubrication to ensure they move smoothly when extending and collapsing the frame. You should also check the condition of your canopy and sidewalls by installing them onto the frame and inspecting them for any damage. Should these need cleaning, we would suggest using a little soap and water and a soft sponge to wipe away marks. Once cleaned, the canopy and sidewalls should be completely dry before packing away ready for your event.
Check event regulations
Are there any particular rules or regulations that could apply to you or your equipment? For example, you may be asked to provide a certificate demonstrating that your gazebo canopy/sidewalls meet the British Standard for flame retardancy. Are there any other restrictions or rules that are in place? You should request these in plenty of time to be sure you don’t fall foul of regulations.
Plan and maximise your space
Check the size and orientation of your plot to be sure your gazebo will fit. If you are purchasing a new gazebo, give careful consideration to the size to ensure it will be suitable for use at all future events. Be confident that any additional branded marketing material you are taking, such as feather flags, will be clearly visible. Planning your stand, and making the most of the space available, will really help you to stand out from the crowd.
Secure your event gazebo
Safety is crusial if you are using a commercial gazebo at public events and it is best to be prepared. We recommend that you carry out a risk assessment on the day and you can read more information on this here. If you are setting up on grass then you will need straps and pegs. Most commercial gazebos are supplied with a set of standard pegs and guy ropes to secure your gazebo to the ground. For added security, we would recommend you consider using a set of heavy duty ratchet straps and reinforced pegs. A tie down kit like this is ideal when conditions are a little more unsettled or just to give peace of mind. They are designed for loads up to 750lbs and are easy to install.
For events on hardstanding, there are a variety of leg weights that are available. A pair of UK made gazebo weights will give 12KG of weight per leg. If you need more security, multiple weights can be stacked and interlocked. They are eco friendly, don’t rust and have a handle for ease of carrying. Another alternative leg weight is sand bags which, when filled, give 8KG of weight per leg. Always use the same amount of weight per leg for even distribution.
Most commercial gazebos come with bolt holes drilled in the aluminium footplate. Where permitted, you may be able to drill down into the hardstanding and secure your gazebo through the footplate. It is best to check with the event organiser that this would be allowed however.
Consider a printed gazebo, flags or banners
Showcase your brand and get your message across. There are many ways to do this from printed gazebo canopies and sidewalls, through to feather flags, printed event table covers and pop up roller banners. Consider investing in a custom printed gazebo canopy with your logo, company name and website address. If you purchase your printed canopy from the same supplier as your frame, you can be sure the canopy will be a perfect fit. Be sure to leave plenty of time when ordering printed items so that delivery is in good time for your event.
Getting packed up
It is tempting to take your gazebo down in haste at the end of an event but you should always make sure it is ready for the next outing. If you are lucky, take down day will be sunny and you can pack away your gazebo dry. If not, and the gazebo is wet or damp, set it up again as soon as you can to allow the canopy and sidewalls to fully dry. You can then store the gazebo safe in the knowledge that it is ready for your next event.
We would always recommend that event gazebos are cleaned and any maintenance tasks carried to prior to storage when you have finished your final event.
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