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Event equipment - what do you need?

Think about… What does the event need to succeed? What will the public need to enjoy the event? Then find out if these items can be borrowed, bought or hired.

Make lists – this will be key for keeping track. Consider keeping a spreadsheet of the item you need, where you will be sourcing it from, when it will be delivered/picked up and even consider things such as how long it will take to set up. You don’t want your band to begin playing when the stage hasn’t been finished!

Waipa has a variety of local hire companies that will know your venue well – shop around and make sure you have your lists ready for other items you will require.

Also, make sure you talk to these hire companies well in advance, Waipa hosts many events annually and you don’t want to miss out on the best gear for the best price, right on your event’s doorstep!

Just to get your mind on the equipment track – here are some items to consider:

Sound equipment

Want your MC to be heard? Need to make announcements or play music? If you need your crowds to hear updates or set the scene then sound is a necessity! 

Staging

Do you have a concert playing or just an announcer? Staging placement and size are key. Can your audience see all they need to see? Have a walk around your site to determine the best spot.

Seats

Is your event over a few hours? Seats and comfort are key for your crowds to enjoy themselves. Hire companies may have case studies to help you with seating numbers for your audience.

Tables

Will people be eating? Do they need somewhere to sit while they enjoy their meal?

Rubbish & recycling bins

Are they clearly labelled? Is there enough of them? If your event is food based you could need more bins! Look into your Waste Management Plan and work with your supporting event coordinator.

Lighting

You don’t want to be in the dark with your event plans! Staging lights can add ambience and colour to your event, while spotlights and pole lights light the way to success. Remember keep safety in mind, like electrical leads need to be covered in walkways.

Toilets

The right amount of toilets can make or break your event. Number of toilets you will need will be based on your crowd numbers, length of your event and event type. If it’s a food festival, you’re going to need more toilets!

Marquees, tents or umbrellas

These offer sunshade, rain cover, wind breaks. Shelter from the weather is key to keep crowds happy. They can even be branded up! 

Security

Is your event overnight? Or at an open public space. Security is key to ensure your gear that is left out before, in between and after your event is looked after.

Wet weather

Another thing you need to think about is your wet weather plan and any extra equipment you may need. This can include an indoor venue on site, marquees or built structures, but bear in mind consents are required for some of these items being raised. 

Windy weather

This can be another issue, especially with marquees, tents and signs. Weights or ground pegs may be needed to keep these structures safe in wind – have them available just in case the weather changes. If you are unsure of what other items you may need talk to your venues, check out event hire websites and ask your events teams what they would need.

Waipa District Council also has event gear available such as tents, marquees, Waipa Home of Champions flags and more. These are a part of the District Promotion Fund and Community Discretionary Fund.

For more information contact Waipa District Council on 0800 924 723.

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