Planning an Event

Hints on Hiring FAQs

  1. What size table will I need?
  2. FREE site inspections
  3. Pre Dinner
  4. Lighting
  5. Do you hire jukeboxes and karaoke machines?
  6. How much space will I need?
  7. Is there someone to help me load my car?
  8. Do I need to clean my equipment before returning?
  9. How long is the period for hire?
  10. How are marquees erected?
  11. Who can set up the marquees?
  12. When can we set it up and take it down?
  13. Glass quantities
  14. Pick up and collection in Canberra
  15. Do you have spit roasters?

What size table will I need?

The most efficient sized table for seating guests is a 2.4m rectangle table with 10 settings, so if space is a bit tight this is your best option. Tables are available in round or rectangular and come in a number of sizes. The number of guests that can be seated will depend on your place settings and the size of the crockery that you choose.

Rectangular tables are available in lengths of 1.2m (seats 6), 1.8m (seats 8) and 2.4m (Seats 10). Table extensions are also available to configure a seating of 12.

FREE site inspections

Barlens can provide a free site inspection for your event to establish the best location, size and cost for a marquee at your event.

Do Barlens have party supplies? Barlens specialize in the hire of party AV, lighting, catering equipment and furniture, and we leave decorations, helium balloons and banners to the party suppliers.

Pre Dinner

Having enough glasses is vital. If you are setting your table with glasses it is easy to work out the right number but always allow a few extra as spares. For cocktail functions or per-dinner drinks it is a bit more complex. On average allow 2 drinks per person for the first hour and around 1 for every hour after that. This means that for a 3-hour cocktail party for 100 guests you could serve around 400 drinks.

Lighting

Lighting can be the making of your event. Naturally for evening functions you will need to light your venue and we have some great ideas for that but don’t forget about outside the marquee. Lighting special features in your garden will really make an impact on your guests.

Do you hire jukeboxes and karaoke machines?

No, we hire all the equipment to sound and light your dance floor but leave the music choice to you!

How much space will I need?

For a seated dining function you should allow floor space of just over 1.5 square meter per person. This is the minimum you should allow and only allows space for the dining area. To this you will need to add space for dancing, buffet tables, a bar, a band, entrance ways and a catering area, to name a few. For larger events it is not uncommon to require at least two square meters per guest.

For a more casual event where some or all of the guests will be standing it is quite possible to reduce you space ratio down to half a square meter per person.

If your site is exposed and likely to be windy, a Hoecker Pavilion is going to be much more secure than a traditional marquee. Having the peace of mind in knowing that your structure is able to stand up to just about any weather will be money well spent. A level site is always an advantage and the more formal the event, the more important this is. Our flooring systems can be leveled on sites with a gentle slope or undulations but on steeper sites it is not always possible. Keep in mind that people are more used to sloping grass than a sloping timber floor. So what feels fine as a lawn may be quite disconcerting once it is floored.

When measuring your site allow at a minimum of 2 meters on each side for the guy ropes on a traditional marquee. If you use a Hoecker pavilion you will only need around 200mm on each side if the structure can be pegged down, and slightly more if it is to be weighted down.

Is there someone to help me load my car?

The friendly staff at The Customer Collection Zone are always happy to help you load or unpack your vehicle.

Do I need to clean my equipment before returning?

No! Barlens do not expect you to clean your hired equipment. We ask that you simply rinse and tidy catering equipment and we’ll do the rest.

How long is the period for hire?

General hire period if for 3 days but we will always endeavor to be flexible to your needs.

How are marquees erected?

Any sized marquee can be pegged or weighted depending on the site for erection. Weighted marquees come with additional weighting costs.

Who can set up the marquees?

Marquees must be erected by Barlens trained personnel. Smaller options are available in Ezy-up tents and some pagodas.

When can we set it up and take it down?

Set up will depend on the location of your marquee – public or private. Public events require temporary fencing or security staff to be present 24/7.

Glass quantities

Glasses come in boxes of 15 or 20 depending on the range of glass you are after click through to our product catalogue to establish your quantities.

Pick up and collection in Canberra

Your item is only guaranteed when you have either paid 30% or the full cost of your quote. You can still amend your contract after this time but it is key to secure your equipment. Payments made in full can proceed straight to the Customer Collect Zone off Gladstone Street. Customer must present proof of contract in hard or soft copy form at pick up.

Do you have spit roasters?

We do not hire spit roasters but we do supply gas roaster which does an even better cook of your spit by circulating the heat using a gas oven, cooking from the inside out. The gas roaster is easy to operate and more efficient than a spit.