How to Set Up Your Event with Dry Hire

Organising successful events from scratch can seem intimidating for many independent planners, which is where dry hire provides a practical solution.

A dry venue hire is a sophisticated approach to event planning where you rent equipment and amenities without the assistance of the supplier’s staff. From decorations to advanced audio-visual equipment, suppliers will deliver your items and equipment to your chosen venue and collect them after the event. Dry hire allows for complete customisation and a tailored selection of items that meet your event needs without being restricted by any packages.

This contrasts with all-inclusive event venues where their events team will handle all aspects, from the planning to when the event is over, for a package fee. Dry hire provides maximum flexibility and customised support to allow you to focus on other core event management responsibilities.

Step 1: Planning Your Event

Setting your event goals and budget

Effective event planning starts with outlining the objectives focused on your vision and the guests attending. Thorough research helps gather realistic budget estimates for the venue, equipment and other needed furniture, caterers, staff, and entertainment.

You should also consider potential extra expenses like decorations, marketing, and any special requirements that might arise. Planning for these aspects in advance ensures a smoother event and helps avoid any unexpected costs.

Remember, a well-planned budget is essential for the success of your event.

Choosing the Right Venue

When choosing an event venue, the facilities and space available are important considerations during planning. Visit different venue locations and evaluate if the location can accommodate all of your event’s technical needs. For example:

Do they have sufficient electrical power sources for the equipment that will be used?
Is storage provided for additional items that may be needed at your event?

Be sure to confirm the maximum guest capacity aligns with the number of guests you’re expecting so you can consider other factors, such as parking or transport arrangements for guests.

Selecting Your Suppliers

Choosing your suppliers is an important part of your events planning process as they affect your event’s logistics and budget. Look carefully at each supplier’s reputation, the quality and safety of their equipment and products, and how these match your event needs. Compare what different suppliers offer and their terms to get the best value.

If necessary, ensure they have the correct licenses and safety certifications, and check their references to confirm their skills. Have a list of backup suppliers in case your first choices aren’t available. With these steps, you can plan and run your event more smoothly.

Step 2: Designing your event space

Event Layout

Plan how to use the venue space based on your expected guests at the event. Think about where to put things like registration desks, areas for activities, and seating to make sure everyone can move around easily – consider how to make the space accessible for everyone.

You also need to ensure a safe place to store all equipment and furniture waiting to be used at the event or returned to the supplier.

Use detailed floor plans to help coordinate with suppliers for hiring and setting up equipment, and plan where to place things like stages or tech equipment so your event runs without any unexpected interruptions.

Choosing Equipment

Ensure you reach out to suppliers early in the process with detailed plans for your event so they can help you find the right audio-visual equipment, furniture, and decorations.

At STLS, whether it’s a small or large-scale event, our priority is supporting your vision and idea from planning to set-up. Whether you need projectors, staging or sound equipment, our knowledgeable team will thoroughly review your plans to provide you with high-quality equipment options tailored to your needs.

Step 3: Coordinating with Suppliers

Effective Communication

Good communication is essential when working with suppliers. Therefore, be available to solve problems quickly, stay open-minded to changes and discuss them with suppliers to keep things flexible.

Logistics and Timelines

Ensure you stick to agreed times with suppliers for all the event’s hired equipment to be delivered, set up and collected to avoid any delays or extra costs. To support you with this, you should create a plan with your team that outlines all the logistical details and timescales for the event.

Stress-free events with our hire services

Planning an event at a dry hire venue? Let our specialist team support you in finding the right audio-visual equipment from our wide range of high-quality products to meet your event needs.

Why Choose STLS for Your Dry Hire Needs?

Expertise and Experience: With years of experience in the events industry, we understand the stress of organising audio-visual equipment for any event, big or small.
High-Quality Equipment: From cutting-edge sound systems to visually stunning lighting, our inventory is equipped to transform your venue into an unforgettable space, whether it’s for your big day or any other special event
Customised Solutions: We believe every event should be unique and personal. Our team works closely with you to tailor solutions that fit your needs and vision.
Seamless Integration: At STLS, we ensure your equipment integrates smoothly into your chosen venue, regardless of its layout or acoustics.
Support and Reliability: Our skilled technicians are available to provide thorough support throughout your event, guaranteeing a stress-free experience.