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MARCH 2013 issue of
Rental Management

Event Profile: Hank Parker's Party & Tent Rental/All Season Party & Tent Rental

Wedding under glass

Coping with rain, mud and last-minute requests

When and where: A May 28 wedding in Pittsford, N.Y., a suburb of Rochester, N.Y.

Timeline: The bride contacted Hank Parker’s Party & Tent Rental/All Season Party & Tent Rental, Buffalo, Rochester and Syracuse, N.Y., a year prior to the wedding date. “We had a dozen or more meetings at the client’s home and in our spacious showroom to see samples and provide different CAD drawings,” says David Berardi, co-owner. “We also had 50-plus emails back and forth with the event planner. When all was said and done, this made the event seamless for the client.” Installation began two weeks before the event and one week was needed for teardown.

Other companies involved: Ellie Clapp of Celebrated Events, Rochester, N.Y., for event planning; Ormonde Productions, Warren, R.I., for lighting; Arena’s Florist, Rochester, for flowers; Wegman’s Event Services for catering; and Admar Supply Co., Rochester, for power and equipment rentals.

Major items and products used for the event: The 20-m-by-70-m tent included glass walls and doors, and was divided into three rooms to provide for a cocktail area, dining and dancing at the reception, and an after-hours bar and lounge. The elevation of the private residence required a platform up to 9 ft. off the ground. Steps were installed to the restroom tent and an additional tent was provided for a cooking area. The tent included air-conditioning and vinyl hardwood flooring.

Challenges and solutions: The biggest challenge the company encountered was torrential rain for the first week of installation. “Visiting the site in the fall prior to the wedding date, the client mentioned the field behind the home where most of the tents where going was part of a 100-year flood plain area,” Berardi said. “Who would have thought it would flood the week of setup? We built a loading dock at the back of tent for all the vendors to load in and out. With all the rain, however, it was rarely used. The ground was so soft the matting that was put down for the roadway was breaking because it was floating in the soupy mud. Our four-wheel drive trucks and forklifts got stuck as well. We had to use a skid-steer with tracks to bring in all the generators and air conditioning to the back of the tent.”

Why rental is important for an event like this: “Rental is important, but service and knowing what the end result is supposed to look like is more important to the client and our reputation. In all of our event installations, the customer comes first. What they say we make happen,” Berardi said. “For example, it rained every day up to the day of the wedding and when the client asked if it was possible to remove all the walkway tents four hours before wedding, we said, ‘No problem,’ without hesitation. Our team is very talented and the best in what they do.”

To view a video of this event, go to youtube.com, search for and click on “Losberger Apse End Wedding.”




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