How we turned a large marquee space into a forest-themed party 

At a glance 

 

Client: McFarlane Packaging.
Brief: Design and build a Wow! factor party room.
Location: The Whimbrel Suite, De Vere Cotswold Water Park, Cirencester
Lead time: 3 months.
Build time: 2 days.
Event duration: 4 hours.

​

The Brief

​

Our client wanted a Wow! factor theme to fit in with their eco-friendly ethos. A party area that they would reveal as a surprise after their awards dinner. We suggested a Forest Theme and they loved the idea.

​

The Challenges:

​

The challenge for this event was that we were working with the very blank canvas of a marquee, and a really large space at that. 30m x 18m. The challenge was to fill the space adequately, so it looked full of forest, but creating spaces within for a dance floor, seating, bar and activities. We also needed a Wow! factor entrance.

​

Our Approach

​

Working with their budget, we got our creative juices flowing, brainstormed some ideas, and gathered visuals to create a mood board for our client. After many discussions and meetings, we came up with a master scheme for the area, placing all the required elements on a detailed master plan. Some clients find it easier to visualise than others, so we adjust our level of illustrations accordingly, adding as many images as we think are necessary to explain our concept.

​

Pulling it Together

​

We had around ten different suppliers involved in pulling this event together. With each supplier we ran a check of their portable appliance testing certificates, public liability insurance and risk assessments. We constructed a detailed spreadsheet of all the suppliers, arrival times, set up times, power requirements, and a full contact list in case of delays on the day.

​

Our team spent many hours in our store, putting  together props, gathering all the trees, backdrops, fencing, tables, centres etc. including a trip to our local garden centre to collect live plants. (This really enhances the theme.) We have a great partnership with our local garden centre; they allow us to hire plants and return them the next day at a fraction of the cost of purchasing them. This is a great way to sustainably theme your event.

​

At our final meeting with the client, they decided the carpet in the room didn't suit the theme and they wanted an appropriate replacement. We set to work arranging delivery of a carpet 18m x 30m to turn the forest floor green, moving quickly to overcome the challenges to deliver the client's vision. This also drastically changed the set-up timings as the carpet had to be laid first. A quick reshuffle of the supplier schedule  and close communication with the hotel team ensured a smooth timetable.

​

Show Day

​

Whileour team were loading props from our warehouse, we managed the arrival of suppliers, all working to set up their segments. Show Day is a hive of activity. As Event Managers, our job is to make sure everyone is in the right place at the right time, with the right kit! It seems like a totally chaotic part of the event, but it’s where the magic happens. You finally see it coming together after months of planning.

​

However…With all the best plans in the world, on Show Day, we always turn up expecting the unexpected. On this occasion we had arranged a large living wall tunnel for the guests to walk through from the Awards Dinner dining room. We arranged a real bark woodland path for the guests to walk down. We discovered that the bark delivered was very wet and stuck to your shoes! It made a terrible mess! We quickly came up with a plan B. Moving the chips to one side and defining the woodland pathway with the bark instead of walking on it. (It actually ended up looking better than before!)

​

It is essential at events to have a hands-on practical person turning up with a toolbox, ready to react to situations like this. Neil, our Store and Props Manager, came to the rescue with a last minute solution Armed with some extra wood, a drill and some screws, he fixed the issue in a timely manner. Then it was all hands on deck to get the finished look ready for the customer.

​

Here at Planet Pursuits, we take our Event Management role very seriously. We never leave an event in progress. If we set up a theme, we stay with it all evening until dismantling it; until dawn sometimes! You will always find us waiting in the wings somewhere in case anything should go wrong and you'd be amazed by what happens during these events. From drunken delegates trying to swing off the props to power failures, all sorts can go wrong, but we're your unseen wingman, always there to fix any issues so your event is not interrupted.

​

Once all the delegates have gone to bed, our second shift starts. We had to dismantle the entire forest so it was completely gone by morning. Including the carpet. The return of all the suppliers takes management to remove props in order; it’s always tricky to know what to do first: ceiling décor, furniture, backdrops, all the while ensuring that no one gets in anyone else’s way! 

​

We often have to do a full overnight removal so the hotel staff can rearrange the room for the next conference, or next customer the day after.

​

What the client said

​

"We still don't know how you pulled this off with a conference happening in the other room. You guys were amazing!

Thank you for all your event support!"

​

David Mansfield CEO McFarlane Packaging