All Occasions Party Rentals: An evening in orange
02/01/2013

All Occasions Party Rentals helps university’s medical center raise funds

All Occasions Party Rentals, Knoxville, Tenn., has been involved in the University of Tennessee Medical Center’s major fundraising events since 2008.

What’s tricky about the event, says Terry Turner, CERP, president, All Occasions Party Rental, is that the venue changes each time. So in 2012, the company helped transform Neyland Stadium, Home of the Volunteers, located on the University of Tennessee campus, with a clear-topped tent on the field.

Themed “An Evening in Orange,” Turner said the May 19, 2012, event raised more than $850,000, benefitting the Medical Center’s Neonatal Intensive Care Unit.

“We first met about the 2012 event in March 2011, immediately following the 2010 event,” Turner says. “The idea to have the event on the field at Neyland Stadium was born from the need to top the 2011 event held at the basketball complex, Thompson Boling Arena.”

Setup for the 2012 event took a little over three days. “We began setting up on Wednesday morning with the flooring, and the structure went in on Thursday and Friday with carpet and décor following on Friday evening and Saturday before the event. The event was completely torn down and removed by 6 p.m. on Sunday,” Turner says.

Chattanooga Tent Company provided the 25-m structure and All Convention and Expo Services, a sister company to All Occasions Party Rentals, provided the event carpeting. The tent, a 25-m-by-55-m structure, was all weighted and included more than 18,000 sq. ft. of flooring, roadway and carpeting, as well as 750 Chiavari chairs.

With sensitive turf and a venue with a busy schedule, challenges arose. “Timing of setup and teardown was a huge dilemma to avoid damaging turf on field,” Turner says. “Also, we had to strategize use of roadway on the turf to be able to maximize forklift usage and to support the weight of the structure and ballast weight required.”

By contrast, he says, “coordination of vendors and suppliers went extremely smooth. A detailed time line, excellent communications and the utmost professionalism are major reasons why the event went as smoothly as it did.”

Creating this event annually means creative use of rental items. “The simple fact is this event could not have been held in such a location without rental products. Renting made this event possible,” Turner says.

WVLT-TV Ch. 8 in Knoxville hosted a camera to shoot a time-lapse video of the event setup and takedown. To view the video, go to youtube.com and search for “Evening in Orange May 2012.”