Avalon by the Numbers
July 25, 2023
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With over 100,000 square feet of tenting; thousands of plates, glasses, knives, forks and spoons; hundreds of tables and chairs; hundreds of feet of fairy lights; and limitless energy, patience and manpower, you can bet your last dollar that no matter how big the event, we’ve got it covered!
When you look at Avalon Event Rentals by the numbers, it’s pretty mind-boggling! Up for some mind-bending number games? Read on to see just what it takes to set up a spectacularly big event. Spoiler alert: spectacularly big numbers are about to ensue!
THE EVENT: WEDDING FOR 200
2023, VANCOUVER
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THE NUMBERS:
- Tenting – 5157 sq. ft of tenting
- 44 x 103’ Sailcloth tent
- Main reception dining tent
- 20 x 20’
- Catering tent
- 15 x 15’
- Musician tent
- 300’ of tent walls
- Tables and chairs:
- 200 harvest chairs
- 25 – 8’ tables and linens
- 12 – 72” round tables with linens
- 15 catering tables
- 10 – Hi-boys tables with white stretch linens
- Lighting:
- 850’ of café lights
- 8 – LED lights
- 3 – generators
- 3 can of extra fuel
- 600’ of electrical cords
- Other:
- 1 – 3-stall washroom trailer
- 1 – 8 x 16’ stage
- Stage step and skirt
- 1 – 20 x 20’ dance floor
- Plywood subfloor
- 100’ of ivory pipe and drape
- 2 – bars
- 6 – coolers
- 6 – ice tubs
- Catering equipment
- 1 - 6’ BBQ
- 2 - Propane 6 – burner stoves
- 1 - Pancake griddle
- 3 – 100 lb. propane tanks
- 1 - Hand wash station
- 2 – hot holding ovens
- 20 – chafing dishes with fuel
- 12 - trash cans with bags
- 8 – recycling bins and bags
- 3 – hot insulated beverage coolers
- 4 – cold insulated beverage coolers
- 400 plates
- 1400 various glasses and sizes
- 1000 pieces of flatware
- 200 napkins
- 140 platters
- 140 tongs
- 30 bread baskets
- 20 glass beverage pitchers
- 70 – racks and crates for equipment
- Set up and take down
- 6 men 10 hours on both set up a take down
- 120 -man hours
- 72 – 42” stakes driven into the ground and pulled
- 5 – ton and truck and trailer delivery
- 700 kilometers driven per vehicle
- 4 hours to pick and load the order
- 16 hours of cleaning the items
- Numerous hours of planning
- AutoCAD’s prepared
- Went off without hitch, client and wedding planner were ecstatic.
THE EVENT: ROCK THE LAKE MUSIC FESTIVAL
AUGUST 2023, KELOWNA
THE NUMBERS:
- Tenting – 3900 sq. ft of tenting
- 40 x 60’ clear span tent
- Main VIP tent
- 20 x 30’ marquee tent
- Sponsors tent
- 20 x 20’
- Stage tech tent
- 20 x 20’ marquee tent
- Green room
- 10 x 20’ marquee tent
- Merch tent
- 3 – 10 x 10’ marquee tents
- Security gates
- 200’ of tent walls
- Weighting – 37,000 lbs of weights
- 54 – 500 lb. weights with covers
- 8 – 2500-liter water totes
- 50 – rubber signage weights
- Tables and chairs
- 20 – hi-boys cocktail tables and linens
- 48 - bar stools
- Lighting and other:
- 3 – chandeliers
- 12 – LED lights
- 2 – misters
- 600’ of extension cords
- Set up and take down
- 1 day up and 1 day down following
- Crew of 8 for both days – 128 hours of labour
- 10 hours of planning
- Numerous AutoCAD drawings
- 1 – forklift
- 1 – man lift
- 10,000 liters of water
- 2 – 5 tons of gear
- Some bad 80’s hair, a lot of rock band t-shirts, and some hangovers
THE EVENT: 1-DAY TRADE SHOW AT THE NEW KF AEROSPACE CENTER FOR EXCELLENCE
OCT 2022, TRADE SHOW AREA
THE NUMBERS:
- 36 – 10 x 10’ trade show booths
- 432 panels of black pipe and drape
- 144 uprights
- 84 cross bars
- 36 – 8’ tables
- 36 – black linens
- 72 chairs
OCT 2022, CONFERENCE AREA
- 30 – 60” round table for presentation and coffee and lunch seating
- 30 – black linens
- 240 – chairs
- Registration table
- Linens and chairs
- 40’ food prep area for caterer
- 6 tables
- 520 coffee mugs
- 520 – 7’ plates for breakfast and coffee service
- 260 – 10” lunch plates
- 520 - salad forks
- 520 – teaspoons
- 260 - dinner forks and knives
- 1 – 16 x 32’ stage
- Skirt and stairs
- Set up and take down:
- Set up the afternoon the day prior
- Take down the morning following
- 32 hours of labor
- AutoCAD layout drawings prepared
- 1 – 5-ton truck of equipment
- 40 racks of plates and glasses
- 10 dollie loads of chairs
- Corporate event went off without hitch, signed on for 3-year term
THE EVENT: CANADIAN CULINARY CHAMPIONSHIP GOLD MEDAL PLATES
FEB 2018, DELTA GRAND HOTEL, KELOWNA
THE NUMBERS:
- 3-day event.
- 208 crates.
- 63 glass racks.
- 18 cutlery bins.
- 2,400 sq. ft of tenting held down by 9,000lbs of concrete blocks!
- These tents were surrounded by 280ft of walls, heated by four large heaters using 800lbs of propane, and lit by 480ft of string lights.
- 11 chefs prepared meals using 24 chafing dishes, 50 baking sheets and 44 butane stoves.
- Guests dined at 100 cocktail tables using 1,900 bowls, 7,900 plates, 5,100 forks, 2,500 spoons, 1,320 glasses.
- Behind the scenes, we had a team of 10 to prepare, deliver, set up and clean the rental items...
- Taking over 50 hours to complete from start to finish.
THE EVENT: CENTER OF GRAVITY
JULY 2018, KELOWNA CITY PARK
THE NUMBERS:
- Over 35 tents - used for vendors, ticket booths, security, green rooms for performers, and beer gardens - ranging from 100 sq. ft to 800 sq. ft, for a total of 7,000 sq. ft of tents up.
- 800ft of walls.
- Stakes cannot be used, so we will use over 70,000 lbs of weights to hold down the tents.
- 2-5 tons of gear.
- 1 day to put it up, 1 day to take it down.
- 160 man hours.
- 135 tables.
- 400+ chairs.
- 10 bars.
- 10 huge coolers.
- 20 fans.
- 1 crazy weekend of fun, sport and music.
THE EVENT: THE IPE
AUG 29-SEPT 2 2018, ARMSTRONG
THE NUMBERS:
- 4 days up, 5-day show, 4 days down.
- Over 60 tents - used for food vendors, changing rooms, grandstand coverage, food court, and dance hall - ranging from 100 sq. ft to 7200 sq. ft, for a total of over 31,000 sq. ft of tenting up.
- 24 tents over the grandstands, over 20’ in the air – using a boom truck for 3 full days to get them up!
- Over 2,000ft of tent walls hung
- Over 1,050 42” tent stakes pounded in to the ground by hand with a 20lb sledge hammer equaling countless blisters.
- Over 2,500 individual tents parts used.
- 5 5-ton trucks of gear.
- 2 3-stall washroom trailers.
- Over 500 man hours to put it up and take it down.
- 1000s of gallons of water consumed, 1000s of gallons of sweat.
- And then when it’s all done… 60,000 sq. ft of tenting and 16,000 sq. ft of walls need to be washed and dried... which is done by hand! But it's all so very worth if for the...
- 115,000 happy attendees!
