Why Event Management isn’t as Easy as the Pros Make It Look

event management in TorontoEvent planning is a fun and exciting job. You get to put together lots of different parties, ceremonies and corporate events, and to enjoy the satisfaction of watching your clients enjoy them. For extroverts, people pleasers and social butterflies, it can be the perfect job. However, it’s also incredibly challenging. It involves a huge amount of planning, attention to detail and commitment. In this post, we’ll tell you why it’s best left to the pros.

The Challenges of Event Management

  • Putting Everyone Else First – When you’re an event planner, you constantly have to put other people’s needs before your own. Instead of being the centre of attention, you’re working behind the scenes to make sure everything happens seamlessly. While you’re working tirelessly to make sure everything goes to plan, clients and guests will be left with the impression that it all came together with ease. In order to do the job well and get satisfaction out of it, you must be prepared to put your own needs on the backburner.
  • Creativity – Toronto event management requires a flair for creativity. You can’t just put on the same type of event over and over again. You need to constantly come up with new ideas for themes, decorations and entertainment. This is what sets great event planners apart from the competition.
  • Navigating Social Situations – One of the most important parts of event management is being a master of social interaction. It requires excellent people skills, as there is a lot of customer service and negotiation involved. Every client and event is different, and professionals need to adapt to their varying personalities and needs. This can be rather challenging.
  • Stress – It goes without saying that event management is extremely stressful. There are endless deadlines, as well as the constant pressure of having to make sure everything is perfect for the client. Event planners need to be extremely organized to prevent everything from getting on top of them. Otherwise, it’s easy to become overwhelmed by it all.
  • Long Hours – Professional event planners don’t have the luxury of set working hours. They need to work for as long as it takes to get everything done, and this can mean early starts and very late finishes. After an event, it’s not uncommon to get home at 2am. Even when there isn’t an event on, there are lots of appointments and meetings to carry out. This can involve lots of travelling, so commuting hours need to be added on, too. This can put a lot of strain on your personal life outside of work.

Toronto Event Management Professionals

If you’re planning to put on the perfect party, wedding, dinner or awards ceremony, look no further than Varsity Event Management. We have years of experience in the field and a track record of happy customers and successful events. That’s why we’re one of the top providers of event management in Toronto. Let us plan your event for you, and we’ll make sure everything goes off without a hitch.

The Main Factors That Affect Tent Rental Prices

Whether you would like to hire a tent to accommodate guests at a lavish corporate celebration or for your children’s friends at a small birthday party, you will want to know roughly how much it will cost before signing a rental contract. The best way to find out is to call us and request a quotation but before you do, you may like to consider the points below as they will all affect the final price that you are quoted.

Requirements That Directly Affect Tent Rental Prices

There are a number of factors that will influence the cost of your tent rental, the most important of which we have listed below for your consideration. If you know what you want in terms of these key factors, it will be easier for us to provide you with an accurate quotation when you call.

  • The Type of Surface on Which the Tent Will Be Erected – If you would like to have your tent erected on a solid surface, such as concrete or a large patio, we will probably need to use special equipment, which could increase the cost.
  • Size – One of the biggest factors to consider is the size of the tent or tents you will need for your event. Generally speaking, the bigger the tents, the bigger the tent rental prices are going to be. This is partly because bigger tents cost more to purchase in the first place and partly because there is a lot more work involved in erecting and dismantling the larger structures we have available.
  • Prevailing Weather Conditions – This can be tricky to predict but as a general guide, you can expect winter tent rental prices to be somewhat higher, owing to the extra effort it takes to erect canvas structures in adverse weather conditions. However, this has to be balanced against supply and demand – outdoor events are more common in the summer – so it is better not to make any firm assumptions as far as this particular factor is concerned.
  • Special Requirements – If you would like a tent that encompasses the trees in your garden or that covers other tall objects, it may take more time to erect and dismantle the whole structure, which will be reflected in the overall price.
  • Accessories – Additional items such as lighting, heating units, pole curtains and decorations will increase the rental cost so it is a good idea to make a note of all the accessories you may need before you call to request a quotation.
  • Rental Period – Our standard rental contracts are for four days or less but if you need a tent for longer than this, we will be more than happy to prepare a quote for the period of time that you have in mind.

Whatever your needs may be, please feel free to call and discuss them with us during normal business hours. Our tent rental prices are among the most competitive in Toronto and our customer service is simply the best!

4 Event Management Errors to Steer Clear Of

Whether you are an experienced event manager or you have just been tasked with organizing a single event for your company, there are a number of serious errors that you will want to avoid at all costs. Some of them are more obvious than others but all 4 in our list are common mistakes that can have major repercussions.

Event Management in Toronto: What Not To Do

Whether you are close to our base in the city or a little further afield, you will want to make sure that you do not make any of the errors in the list below when organizing your next important event.

  1. Failing to Consider the Weather – If there is a chance that it might rain during your event and it is being held outdoors, you should make sure that adequate cover is provided for all of your guests. Rental tents, which can be supplied with tables, chairs, heating and lighting, are perfect for outdoor events where food is being served and will ensure that your meal is not spoiled by a sudden shower. Even if it does not rain, some form of shelter will be welcomed by guests who do not want to stand in the sun all day.
  2. Not Allowing for Spontaneity – While there is nothing wrong with planning every last detail of your event so that it goes smoothly, don’t forget that your guests will want to enjoy themselves so allow a little room for spontaneity too. What we mean by this is don’t try to control their every move: allow for the fact that some guests may wish to enjoy a quiet drink outside in the sun whereas others may prefer to stay inside the tented area. Others still may wish to move freely from one area to another and you should make adequate provisions for all of them. Trying to exercise too much control over guests’ movements is a common error among many who are responsible for event management in Toronto and in other parts of the world too.
  3. Failing to Track Changes – Whether you are faced with fluctuating attendance figures or constant requests for amendments to your arrangements by senior management, you need to keep a record of all changes. Failure to do so will result in a chaotic environment in which effective planning is an impossible goal. Make sure that your event management in Toronto never descends into chaos by tracking all changes carefully.
  4. Not Following Standard Operating Procedures – If you have spent time creating SOPs for sourcing rental equipment, arranging catering and all other aspects of event management, make sure that you follow them. Deviating from tried and tested systems almost always leads to problems that could easily have been avoided.

We have helped many companies and individuals to organize highly successful events in the city and surrounding area so if you need any help with event management in Toronto, please contact us whenever convenient. We can supply large tents, tables, chairs, decorations and many other essential items for outdoor events of all kinds.

4 Red Flags to Watch Out for with Special Events Rentals

special event rental

Edgefest Merchandise Tent

When event season comes around it can be a pretty busy time for the partygoer – but it’s much more busy and stressful for the event planners themselves. Much of the stress comes way before the first guest even arrives, as choosing a special event rental company can be nearly impossible in such a saturated market. Here’s what to look at for when it comes to picking one.

4 Red Flags for Special Event Rentals

  1. A Reluctance to Let You Speak to their Past Clients

Throwing a party or an event should be a special occasion. More often than not they’re done to celebrate something or someone, and you want an event that’s just as special as the reason for having it. Therefore, it’s only natural to want to know that the company you choose can handle such an event well, and to want to speak to their previous clients. A good company will be proud of their record and more than happy to put you in touch. However, alarm bells should be ringing if they refuse. Why not? What are they trying to hide? Approach such a company with caution.

  1. No Definitive Price List, or Reluctant to Give a Quote

There’s no denying that throwing an event is a costly move, with good parties tending to cost thousands of dollars. With that in mind, it’s natural to want to budget and know how much you’re spending so you can plan appropriately. Many special event rental companies will be transparent with their pricing strategy, whereas others might be a little more cagey or reluctant to give you a quote. It’s important to find out the figures as early as possible so you can prepare for it and to make sure you’re not getting overcharged. Make sure to pick a company with a transparent pricing policy, to not only save yourself time but to prevent any nasty shocks or hassle.

  1. No Experience

All businesses have to start somewhere, and for some events picking a smaller, new company to organize it might be fine. But when it comes to throwing a medium to large size event, make sure you pick a company with sufficient experience. No company will turn down your approach if you’ve got a large event planned, yet some simply might not be up to the job – which could turn your event into a nightmare.

  1. Not Listening and Constant Upselling

Make sure you pick a company that takes note of what you’re saying and probes further, rather than trying to upsell at every opportunity. They’ll genuinely have your interests at heart and will care about your event being a smash, not just profit for them.

Save Yourself the Stress

You’re never going to be completely stress free when it comes to organizing an event but if you follow the steps above, you can take some weight off your shoulders, knowing your event is in good hands with a company you thoroughly vetted beforehand.

5 Secrets to Efficient Event Management

event management in TorontoWhether it’s a good event you’ll never forget or a bad event you remember for the wrong reasons, you can count on there having been an event manager working his socks off just to get the thing to go ahead. However, hard work doesn’t always mean your event will be a success, so here’s how to be more efficient when it comes to event management in Toronto.

Event management in Toronto – 5 Tips for Efficiency and Success

  1. The Early Bird Catches the First Worm

From the moment you even begin to think about throwing an event – whether it’s a party, a festival or a wedding – you should be planning for it. How many people? Where? Is there a theme? Is it catered? By asking these questions from the get-go and making all the necessary phone calls way in advance, you can prevent any headaches or problems from occurring down the line by having everything ready to go. Don’t run the risk of a sound system being fully booked or the caterers not able to prepare with just a week’s notice – get it booked in months in advance, so you’ll have time to react to any hitches.

  1. Delegate

A good event has too many things for one person to consider – plates, music, food, tents, floors, tables, invites…you get the picture. For efficient event management in Toronto, rather than look to do it all yourself, delegate or spread out the workload to other people involved. That way, you can keep track on what you’ve done already and what there is still to do more easily, and you won’t be super stressed either.

  1. Note All Your Interactions and Quotes

With event management in Toronto, the likelihood is that you’re going to be on the phone or online a lot, sourcing the best possible deals for the party and finding out all the little details. Make sure you write it all down. Nobody can possibly remember every little detail, and don’t waste time calling the same company twice to ask the same thing because you forgot.

  1. Send the Invites Early

This works for two reasons – not only can you see how many people you’re planning for, it’s also one less thing to worry about as D-Day draws nearer. Nobody wants to host an event where they think only 50 people are coming, only to find it it’s more like 100 when the RSVPs come back days before it starts.

  1. Follow a Guide Online

Whether you’re a seasoned event manager or a complete novice, it’s always going to be hard to plan what exactly you need, how many forks you need, how big the tent should be etc. That’s why you should look to the web for inspiration. Whilst not perfect, it can give you a starting point from where you can work, saving you days in planning. Now that’s efficiency.

And Breathe!

We’re not going to lie to you – it’s a stressful line of work but it’s so rewarding when you see people having the time of their lives. Follow the steps to make it easier in the first place, and all you’ll have to worry about is finding the right outfit to wear.


Contact Us

Varsity Tents Inc.
Downsview Park
40 Carl Hall Rd.
Box # 5 Toronto, ON
M3K 2C1
TEL: (416) 410-7370
FAX: (416) 630-8514
Or use our form.

Get a Free Estimate From Us Online

We have an extensive quote form here, and the more you can tell us about your event the better. Once we receive your form, one of our senior tent pros will contact you within 24 hours with your estimate.

More About Varsity

Learn more about us. Since 1988, we’ve put up well over 30,000 tents, from simple backyard parties to complex festivals with hundreds of installations. Let the experienced team at Varsity Tents help make your event one to remember.

Varsity Tents: Whatever your event… We’ve got you covered!

Every event, whether it’s an intimate backyard barbecue, an elegant wedding, a corporate function or an outdoor festival, is brought to life by hard-working people who are responsible for the success of that event. These people are, if only for one day, event planners, and we treat their events just as we do those of professional planners: the stakes are high and reputations are on the line. Click here to read the rest of our manifesto and learn about our seven guiding principles.