If you’ve ever given a speech or made a presentation at work, school or a club, you might already know the wisdom of opening with a joke…or a quote. Something to catch the listener’s attention and something with a theme to build your speech around. The same theory works with wedding toasts. You only have a few seconds at the start of your speech to grab your listeners and pull them in, get them interested in what you’re saying and eager to hear more. A good start can often lead to a great finish.

Below you’ll find a collection of quotes that you can use to springboard your own toast. Open with them, close with them, use them in the middle of your toast to emphasize your point. Take them and twist them to suit the honored guests. Follow them up with a well-planned punchline to get a laugh. The options are endless, so explore the following sayings:

“Now you will feel no rain, for each of you will be shelter for the other. Now you will feel no cold, for each of you will be warmth to the other. Now there will be no loneliness, for each of you will be companion to the other. Now you are two persons, but there is only one life before you. May beauty surround you both in the journey ahead and through all the years. May happiness be your companion and your days together be good and long upon the earth.” — Apache Wedding Blessing

“If a man really loves a woman, of course he wouldn’t marry her for the world if he were not quite sure that he was the best person she could possibly marry.” — Geoffrey Chaucer

“Love is the flower you’ve got to let grow.” — John Lennon

“Think not because you are wed that all your courtship is at an end.” — Antonio Hurtado de Mendoza

“If I choose to bless another person, I will always end up feeling more blessed.” — Marianne Williamson

“Man gets nothing brighter than a kind wife.” — Semonides

“A successful marriage is an edifice that must be rebuilt every day.” — Andre Maurois

“If there is such a thing as a good marriage, it is because it resembles friendship rather than love.” — Michel de Montaigne

“We attract hearts by the qualities we display. We retain them by the qualities we possess.” — Jean Suard

“To love anyone deeply gives you strength. Being loved by someone deeply gives you courage” — Lao Tzu

“If you would love, love and be lovable.” — Benjamin Franklin

“Life isn’t a matter of milestones, but of moments.” — Rose Kennedy

“Blessed are the man and woman who have grown beyond themselves.” — Psalm 1

“My best friend is the one who brings out the best in me.” — Henry Ford

“Love …has the greatest power, and is the source of all our happiness and harmony, and makes us friends with the gods who are above us, and with each other.” — Plato

“If you haven’t learned the meaning of friendship, you haven’t really learned anything.” — Muhammad Ali

“When you love someone, all your saved-up wishes start coming out.” — Elizabeth Barrett

“Everything comes to us from others. To be is to belong to someone.” — Jean-Paul Sartre

“All that I am, my mother made me.” — John Quincy Adams

“Noble fathers have noble children.” — Euripides

“A true friend is someone who can make us do what we can.” — Ralph Waldo Emerson

Excerpted from Your Special Wedding Toasts by Sharon Naylor. Copyright (c) 2004 by Sharon Naylor. Reprinted by permission of Sourcebooks, Inc.

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A commencement ceremony is the final impression these graduates of Wesleyan University, Middletown, Conn., will have of their alma mater. Photo courtesy of Creedon and Co. Inc.

Graduation ceremonies and parties punctuate the end of a long educational journey and celebrate a new stage in life. Rental companies help make these celebrations memorable with crisp tents, upsells such as specialty lighting, and rows and rows—and more rows—of perfectly aligned chairs.

“Commencements are the final impression that thousands of students will have of their alma mater, so they are very important events,” says John Creedon of Creedon and Co. Inc., Worcester, Mass. “To meet our objective, we communicate with the [college or university] staff to educate them about the mechanics and practical realities of installing tents, chairs, staging, lights and other equipment.”

Econ 101

Several tent renters who serve the graduation event market note that the economic collapse beginning in 2008 dramatically changed this market sector. “Companies that didn’t typically involve themselves in events like college commencements found themselves looking for more work,” says Ben Philbrook, sales manager of Chase Canopy LLC, Mattapoisett, Mass. “Thus the bidding process has become very competitive, and the schools now have a disclaimer in most bids that basically says they can break a contract at whatever point they wish, without having an explanation.”

Creedon, whose company offers catering services in addition to tent and party rental, adds that colleges and universities are taking a closer look at bids and RFPs due to budgetary constraints.

“Since the economy slowed over the last few years, cost has become a more important component in customers’ decision making,” he says. “Wherever we can add value for our customers—by cutting costs or providing more efficient options—we always do that. Long-term relationships with our customers are more important to us than a single invoice.”

Matthew Mutton of Bob Mutton Party and Tent Rentals, Fort Wayne, Ind., has noticed a decrease in the number of tent rentals for graduation parties and open houses.

“I believe some of this is a direct result of the economy causing homeowners to tighten their budget,” Mutton says. “But I think another factor in this is some of our competitors are discounting prices because of the economy.”

Job application

Bob Costa, owner of B.C. Tent & Awning Co. Inc., Avon, Mass., says the first challenge in providing tents for the collegiate community is getting in the door, as most schools already have a working relationship with tent vendors.

“Once in the door, it takes years of work to build trust,” Costa says. “College graduations are a major statement and representation of the college itself, so everything has to be perfect. They want to impress parents, students and alumni. Therefore, margin for error is close to zero. Like most large institutions there are layers of bureaucracy, so getting prompt answers and decisions are the greatest challenge.”

Creedon notes that another major challenge to providing rental services to graduations is that in the United States, most commencements occur within a time span of two to three weeks, making the month of May one of the busiest times of the year for tent rental companies.

“Across the country, tent and event rental equipment companies’ inventories tend to be pretty well tapped out during commencement season,” he says. “This time of year also tends to be one of the busiest for the colleges and universities too. As a result, clear and efficient communication in preparing for and executing the event is absolutely critical. We work hard to earn our customers’ trust and confidence in our ability to perform and deliver smooth equipment installations even in the face of challenges such as hectic schedules and sometimes severe weather.”

Making the grade

Mutton believes the biggest key to success within the graduation segment of the industry is clear communication when it comes to policies, procedures, expectations and deadlines.

“It’s important that not only do we understand what the school expects, but that they know what our expectations are,” he says. “This becomes particularly important when someone new takes over responsibilities at the school.”

For large-scale layouts, Creedon generates CAD drawings before the installation and shares those drawings with its customers to ensure that they are on the same page.

“Again, clear and efficient communication is critical,” Creedon says. “When we’re on site actually installing chairs, we use string grids to ensure that the columns and rows of the thousands of chairs we set up are straight and sharp looking.”

Douglas Barrera, owner of Camelot Party Rentals, Sparks, Nev., begins graduation jobs by conducting a site review—traveling to the event location, meeting with the event designer and measuring the location of the event.

“We then use our PartyCad program to draw out different setup designs for the client to choose from,” Barrera says. “On the setup day we use plumb lines and specific measurements to space the rows and aisles to scale. When you are responsible for setting up a large amount of chairs, even a little error can be detrimental on a time-sensitive setup.”

AAA Rental System, Markham, Ill., warehouses its chairs on movable racks to ease delivery and load-in. “We try to deliver with logistics in mind,” says owner Jay Heiferman. “School facilities don’t often have great loading areas. Pre-event site visits are essential for the on-campus event.”

Mutton requires that the customer call to have underground utilities marked. “We are very clear and repetitive through the entire planning process: from quoting, to reserving, to confirming delivery times about having utilities marked and what the free services do and don’t mark,” Mutton says.

For AAA Rental, a sprinkler damage waiver is part of its rental contract. “A system schematic of course is always nice to have,” Heiferman says.

When orchestrating backyard graduation parties, Creedon typically visits customers’ yards to measure for the tents, get a sense for the terrain and any slopes or challenging areas, and determine the best method to load and install the tents.

“One solution if there are serious concerns or unanswered questions about what lies underground is to install a weighted frame tent instead of hammering stakes into the ground as anchors,” he says.

Marketing degree

The combination of a competitive marketplace and a tight economy calls for effective marketing to potential graduation clientele. AAA Rental serves both the consumer and commercial markets. “Bringing in new customers of all kinds is, of course, our goal,” Heiferman says. “We try to attract new ‘general public’ customers primarily through search engine optimization as well as word of mouth and very targeted print promotions and community-based sponsorships.”

One way AAA Rental targets the graduation party market is by providing graduation party tent packages. “Consumers enjoy not having to make too many decisions,” Heiferman says. “Packages make it easy for both of us. We also market specials for the school ceremonies.”

In Creedon’s experience, the best source of business is from repeat customers and referrals from satisfied customers to their network including family, friends, co-workers and neighbors.

“Our staff always answers the phone with a smile and we make it a point to be as prompt with our responses as possible,” Creedon says. “Our website, social media efforts and referrals from online search engines also work well.” Beyond that, Creedon encourages staff to be involved in the community and to network with existing and new customers.

When it comes to graduation parties and ceremonies, tent renters are providing memories as much as they are providing tents.

“A lot of people just have a backyard party with those 10-by-10-foot easy-up tents,” Philbrook says. “But let’s be honest. In the end, tents can keep you dry in the rain and cool in the sun, but it’s not the shelter you’re renting, it’s the atmosphere it brings to the event.”

Based in Plymouth, Minn., Maura Keller frequently writes about applications of specialty fabrics

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If you have opted for a spring wedding, then you have a myriad of options for color perfection on your big day. It is always nice to mimic nature when choosing the color theme of your big day, and spring brings with it many color options and combinations that can be simply stunning.

Spring Greens

The most obvious color option when borrowing from the great outdoors in the spring is green. It can be seen everywhere one looks- unless, of course, he or she is out to sea or in the desert. The myriad of greens that can be seen on trees, fields, and gardens offer a number of options for choosing the color of bridesmaid’s dresses, ribbon to tie off bouquets, featured on the cake, and to decorate table tops at a reception. Whether sage or seaweed, greens can be beautiful as a backdrop for your dress of white. The drawback is that photos taken in fields or in front of fully leaved trees may become overwhelmed with green tones.

Baby Blues

It is considered the season that welcomes rebirth, so why not choose a color that speaks to that theme. Baby blues, which are found in the sky and sea, are gorgeous in a wedding setting. On dresses, ties, cummerbunds, cakes, and tablecloths, light blue speaks to simplicity and sophistication. It also works well with other brighter colors that might make an appearance in splashes, such as on the cake or in the bouquets carried down the aisle.

Rainbow

This is the time of year when the rains falls and wets the ground, making way for the gorgeous summer blooms to come. With all that rain, one can also find the natural beauty of rainbows. Not a traditional look for a wedding, but beautiful nonetheless, rainbows can make for a beautiful theme for a wedding. Dress each bridesmaid in her own color, keeping consistency through style, and pair her with a groomsman sporting the same color on his tie, in his corsage, or on his cummerbund. The cake can be decorated with a full array of colorful flowers, drawing on each of the colors being worn by your party, and wedding favors can follow the rainbow theme as well.

Dreamy Daffodil

Well recognized as a spring flower, the Daffodil offers a gorgeous buttery yellow, which would be exquisite in the wedding setting. Soft and warm, welcoming the coming months of nice weather, yellow provides a very natural and happy appeal. An arm full of long stemmed daffodils will make the perfect bouquet for the bridal march.

Tasteful Tulip

Much like with the rainbow theme, tulips, the spring flower, offer a variety of color to make the wedding party create excitement and wonder. Deep reds, purples, pinks, yellows, and oranges can be found on the gorgeous blooms. Pairing attendants once again, you might opt to display the color in a tulip attached to the groomsmen’s lapels, and carry the flower inspiration in a gorgeous colorful bouquet as well.

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EXETER, N.H., May 7, 2012–Exeter Events and Tents, northern New England’s finest event equipment rental company, is providing half a dozen elegant tents at a significant discount for the first-ever New Hampshire Race for the Cure, Saturday, May 12 at Portsmouth’s historic Strawbery Banke.

The support is being provided through the family-owned company’s Quest to Reinvest grant program, which recently awarded more than $20,000 in goods and services to over a dozen charitable and non-profit organizations throughout New Hampshire, down east Maine and northern Massachusetts.

The inaugural Susan G. Komen New Hampshire Race for the Cure® is a 5K fundraiser to raise money that will be used for research, education and support in the work to end breast cancer forever.

The goal for this first-ever event is $100,000. “Every dollar makes a difference,” said Marci Francis, event co-chair. “The tents are a logistical need—but any time we spend money on something we always say, ‘that could be one more mammogram.’ To have Exeter Events and Tents give us the use of these tents allows us to put more dollars toward our mission to save lives and end breast cancer forever.”

Michael Parkin, president of Exeter Events and Tents, said, “The opportunity to benefit the lives of our neighbors who are affected by breast cancer could not be ignored. As past participants of many non-profit races, we know this event will be well attended and have a festival-like atmosphere; this grant is our way of ensuring that all participants, survivors and supporters of The Cure will be comfortable on this exciting day.”

Parkin established the Quest to Invest grant program in 2011 to help organizations run community-based outreach events without the prohibitive costs of typical event rental goods and services. In 2012, Exeter Events and Tents expanded the program to include non-profits throughout Massachusetts and Maine, in addition to New Hampshire. Through Quest to Reinvest, Exeter Events and Tents has committed to donate or provide substantial discounts on tents, tables, chairs, dance floors, stages and other special event and party rental merchandise to help organizations run fundraising events for a wide variety of critical services and causes.

More than a dozen charitable and non-profit organizations throughout New Hampshire, down east Maine and northern Massachusetts were named grant recipients in 2012. For a complete listing, please visit www.exeterrent-all.com.

For more information about the Komen New Hampshire Race for the Cure at Strawbery Banke Museum, visit www.komenvtnh.org or call 1-888-550-CURE. Registration is open until the day of the event.

About Exeter Events and Tents

Exeter Events and Tents is Northern New England’s finest event rental company. Family owned and providing quality service for nearly 25 years, the company offers an expansive selection of wedding and event products and services including the region’s most comprehensive selection of tents, tables, chairs, china, and other accessories, providing a one-stop source for any occasion. Recognized as leaders in the industry, Exeter Events and Tents’ highly experienced and friendly staff and consultants welcome the opportunity to help individuals and organizations create memorable events. For more information, visit www.exeterrent-all.com <http://www.exeterrent-all.com>  or call (603) 778-9838.

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EXETER, N.H., May 2, 2012–For the second straight year, the owners of Exeter Events and Tents have donated $1,500 in goods and services to Families in Transition’s premier “Cinco de Mayo” event, Thursday, May 3. Families in Transition is a Manchester-and Concord- based homeless services provider.

Through its Quest to Reinvest program, established in 2011, Exeter Events and Tents has committed to donate or provide substantial discounts on tents, tables, chairs, dance floors, stages and other special event and party rental merchandise in order to help organizations run fundraising events for a wide variety of critical services and causes. More than a dozen charitable and non-profit organizations throughout New Hampshire, down east Maine and northern Massachusetts were named grant recipients in 2012.

“We are very excited about our premier event – a night of food, fun, and fantastic entertainment in support of our programs and services,” said Maureen Beauregard, president of Families in Transition. “And while our Cinco de Mayo celebration is an important fundraiser for our organization, local businesses like Exeter Events and Tents have been a constant support to Families in Transition over the years. For that, we are all deeply grateful.”

Exeter Events and Tents President Michael Parkin commented, “Here is without a doubt the best Cinco de Mayo celebration in New Hampshire for a very valuable support system dealing with the problems and solutions for homeless women and families in New Hampshire.”

Parkin established the Quest to Invest grant program last year to help organizations run community-based outreach events without the prohibitive costs of typical event rental goods and services. This year, Exeter Events and Tents expanded the program to include non-profits throughout Massachusetts and Maine, in addition to New Hampshire. For a complete listing of recipients, please visit www.exeterrent-all.com .

About Exeter Events and Tents

Exeter Events and Tents is Northern New England’s finest event rental company. Family owned and providing quality service for nearly 25 years, the company offers an expansive selection of wedding and event products and services including the region’s most comprehensive selection of tents, tables, chairs, china, and other accessories, providing a one-stop source for any occasion. Recognized as leaders in the industry, Exeter Events and Tents’ highly experienced and friendly staff and consultants welcome the opportunity to help individuals and organizations create memorable events. For more information, visit www.exeterrent-all.com or call (603) 778-9838.

About Families in Transition

Families in Transition (FIT) is a nonprofit organization that provides safe, affordable housing and comprehensive social services to individuals and families who are homeless or at risk of becoming homeless, enabling them to gain self-sufficiency and respect. FIT also owns and operates two thrift stores in Manchester and Concord, NH, as well as a newly established commercial cleaning company, all of which serve as economic engines to help pay for services that FIT provides. For more information about FIT, the Cinco de Mayo celebration, the stores, and the commercial cleaning company visit www.fitnh.org or call (603) 641-9441.

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EXETER, N.H., April 24, 2012 – Exeter Events and Tents, northern New England’s finest event equipment rental company for nearly 25 years, has awarded more than $20,000 in goods and services to over a dozen charitable and non-profit organizations throughout New Hampshire, down east Maine and northern Massachusetts in the second year of its Quest to Reinvest philanthropic program.

The company has committed to donate or provide substantial discounts on tents, tables, chairs, dance floors, stages and other special event and party rental merchandise in order to help organizations run fundraising events for a wide variety of critical services and causes.

Michael Parkin, President of Exeter Events and Tents, announced that the grand prize winner for the 2012 Quest to Reinvest grant will be Run for the Fallen, a Hampton Falls, N.H.-based organization that honors and remembers the men and women who have given their lives to protect our freedoms. “Their passion to support the families of our fallen solders is so very special,” noted Parkin.

While all money raised covers event costs, any remaining funds are donated to like-minded organizations that remember our fallen heroes and their families, as well as those who are actively serving. The 2012 Run for the Fallen will be held September 16, 2012, at Odiorne State Park, Rye, N.H.

Program Established to Support Community

Parkin established the Quest to Invest grant program last year with encouragement from his daughter, Ashley Parkin, Exeter Events and Tents vice president. “Our goal was to become involved with New Hampshire non-profits—to understand the needs of our community and to support and recognize the non-profits that devote their time to improving the lives of hundreds of people in our area,” he explained.

Ashley Parkin added, “Without these grants, many organizations find it prohibitive to run community-based outreach events like road races, pet walks, festivals and fundraisers of all kinds. As an organization that has been providing goods and services for these types of events for more than 25 years, we felt that depriving groups of these very lucrative and rewarding events could be overcome with a little financial assistance.”

Last year’s primary grant recipients were Families in Transition, a Manchester, N.H. organization that helps homeless individuals and families reach beyond the cycle of homelessness to lead healthy and successful lives; and Big Brothers Big Sisters of the Greater Seacoast, which matches children ages six through 18 with mentors in professionally supported one-to-one relationships.

“Our initial intent was to provide a grant in the amount of $3,000 to a local charitable organization that most embodied the core values expressed at Exeter Events and Tents,” said Parkin. “However, we were so inspired by all the wonderful organizations that applied, we decided to give two separate $3,000 grants and issue partial grants to 23 other organizations, which totaled over $13,000.”

Program Expands in its Second Year

For 2012, Exeter Events and Tents expanded the Quest to Reinvest program to include non-profits throughout Massachusetts and Maine, in addition to New Hampshire. This year’s recipients include:

• American Cancer Society of Massachusetts
• The Chief Maloney Memorial Run, Greenland, NH
• Anne-Marie House, Hudson, NH
• Arts in Reach, Portsmouth, NH
• Camp Allen, Bedford, NH
• Coastal Conservation Association of NH, Portsmouth, NH
• Crohn’s & Colitis Foundation of America, New England Chapter, Needham, MA
• Dover Housing Authority, Dover, NH
• Easter Seals New Hampshire, Manchester, NH
• Families in Transition, Manchester, NH
• Jaden’s Ladder, Rye, NH
• New Hampshire SPCA, Stratham, NH
• Prescott Park, Portsmouth, NH
• Run for the Fallen, Hampton Falls, NH
• Big Brothers Big Sisters of the Greater Seacoast, Portsmouth, NH
• Susan G. Komen “Race for the Cure,” Portsmouth NH
• Seacoast Eat Local, New England
• Genesis Fund, Boston, MA

According to Parkin, grants are awarded based on how closely they align with the family-owned business’s philanthropic beliefs. These values include:

• Supports individuals facing life’s tragedies
• Supports the needy, the ill and less fortunate
• Protects Mother Nature, her animals and the environment
• Supports those striving to reduce obstacles pertaining to issues of race and gender
• Supports empowering individuals through training, retraining and education
• Demonstrates moral and ethical code

The 2012 application process began in November, 2011 and grant recipients were recently notified of their awards. Events will be held throughout spring, summer and fall of this year.

About Exeter Events and Tents

Exeter Events and Tents is Northern New England’s finest event rental company. Family owned and providing quality service for nearly 25 years, the company offers an expansive selection of wedding and event products and services including the region’s most comprehensive selection of tents, tables, chairs, china, and other accessories, providing a one-stop source for any occasion. Recognized as leaders in the industry, Exeter Events and Tents’ highly experienced and friendly staff and consultants welcome the opportunity to help individuals and organizations create memorable events. For more information, visit www.exeterrent-all.com or call (603) 778-9838.

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Tips for planning a spring wedding, including ceremony and reception decorations, themes, colors, flowers and food.

In the same way that springtime promotes the initial feelings of love, it also promotes love’s most exalted ceremony: a wedding. As the birds begin to return from their winter hide-a-ways and the flowers underfoot begin to bloom, many couples commit themselves to leading life as one component of a pair rather than by themselves.

The complications of fall weddings, namely the difficulty in matching traditionally fall colors (like burgundy, green, and navy) with the stark white of the bride’s gown, simply disappear. In fact, the colors usually associated with the season of spring- mostly pastels- are congruent with all the customary colors of wedding attire. Therefore, the easiest and most straightforward way to plan your spring wedding may very well be to center the theme on a medley of colors.

For example, you may decide to use white, pink, and lavender, all of which are entirely appropriate for both the occasion and the season. Using this as your starting point, you can then determine the most suitable flower arrangements (pink roses and baby’s breath, for example), food (delectably pink raspberries over chicken with rose wine is one of many dishes you could choose), and location- all based on the three colors you have chosen!

Remember to consult your groom or bride in selecting these colors, therefore, because the implications of this single choice are tremendous, continuing down to the shoelaces of the flower girl.

To keep things in perspective, however, not everything has to “match.” If you can’t stomach the idea of color-coordinating everything in your wedding, consider a theme that has little to do with colors. For example, you could take advantage of the good, spring weather with a garden-themed wedding. The location itself (presumably a family friend’s scenic garden, or a rented area of similar atmosphere) can generate ideas for all the little details. Use freshly cut spring flowers to compliment the setting, or throw flower petals and birdseed as you and your new life partner leave the ceremony. You can use pastel colors for your wedding party (this would certainly be in order), but you don’t have to narrow the colors down to any two or three specific shades; let the wearer of the outfit select the colors themselves to produce a wide range of hues that echoes the garden itself. Finally, consider handing out seed packets to guests as they leave for the wedding favor.

Finally, you can select a theme based on the actual timing of your wedding. If you are getting married near Easter, for example, you can combine your wedding ceremony with the accents, colors, and overall mood already thriving for this sunny, Sunday holiday. Some flowers, like lilies and hyacinths, are closely associated with Easter and would therefore seem quite appropriate situated around the wedding location (or even in the bride’s hands). After the ceremony concludes, as adults are imbibing wine at your reception, consider planting Easter eggs on the premises for the children in attendance.

It’s also worth noting that, given the Christian nature of the holiday, churches will already be decorated. If you decide to have your wedding in a church rather than outside (spring weather is, after all, renowned for its rain showers), you could save money by just going with whatever decorations the church already has on display.

The opportunities for spring weddings do have certain perimeters, but within these restrictions, you’ll find plenty of room to make your wedding both unified and unique.

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A commencement ceremony is the final impression these graduates of Wesleyan University, Middletown, Conn., will have of their alma mater. Photo courtesy of Creedon and Co. Inc.

Graduation ceremonies and parties punctuate the end of a long educational journey and celebrate a new stage in life. Rental companies help make these celebrations memorable with crisp tents, upsells such as specialty lighting, and rows and rows—and more rows—of perfectly aligned chairs.

“Commencements are the final impression that thousands of students will have of their alma mater, so they are very important events,” says John Creedon of Creedon and Co. Inc., Worcester, Mass. “To meet our objective, we communicate with the [college or university] staff to educate them about the mechanics and practical realities of installing tents, chairs, staging, lights and other equipment.”

Econ 101

Several tent renters who serve the graduation event market note that the economic collapse beginning in 2008 dramatically changed this market sector. “Companies that didn’t typically involve themselves in events like college commencements found themselves looking for more work,” says Ben Philbrook, sales manager of Chase Canopy LLC, Mattapoisett, Mass. “Thus the bidding process has become very competitive, and the schools now have a disclaimer in most bids that basically says they can break a contract at whatever point they wish, without having an explanation.”

Creedon, whose company offers catering services in addition to tent and party rental, adds that colleges and universities are taking a closer look at bids and RFPs due to budgetary constraints.

“Since the economy slowed over the last few years, cost has become a more important component in customers’ decision making,” he says. “Wherever we can add value for our customers—by cutting costs or providing more efficient options—we always do that. Long-term relationships with our customers are more important to us than a single invoice.”

Matthew Mutton of Bob Mutton Party and Tent Rentals, Fort Wayne, Ind., has noticed a decrease in the number of tent rentals for graduation parties and open houses.

“I believe some of this is a direct result of the economy causing homeowners to tighten their budget,” Mutton says. “But I think another factor in this is some of our competitors are discounting prices because of the economy.”

Job application

Bob Costa, owner of B.C. Tent & Awning Co. Inc., Avon, Mass., says the first challenge in providing tents for the collegiate community is getting in the door, as most schools already have a working relationship with tent vendors.

“Once in the door, it takes years of work to build trust,” Costa says. “College graduations are a major statement and representation of the college itself, so everything has to be perfect. They want to impress parents, students and alumni. Therefore, margin for error is close to zero. Like most large institutions there are layers of bureaucracy, so getting prompt answers and decisions are the greatest challenge.”

Creedon notes that another major challenge to providing rental services to graduations is that in the United States, most commencements occur within a time span of two to three weeks, making the month of May one of the busiest times of the year for tent rental companies.

“Across the country, tent and event rental equipment companies’ inventories tend to be pretty well tapped out during commencement season,” he says. “This time of year also tends to be one of the busiest for the colleges and universities too. As a result, clear and efficient communication in preparing for and executing the event is absolutely critical. We work hard to earn our customers’ trust and confidence in our ability to perform and deliver smooth equipment installations even in the face of challenges such as hectic schedules and sometimes severe weather.”

Making the grade

Mutton believes the biggest key to success within the graduation segment of the industry is clear communication when it comes to policies, procedures, expectations and deadlines.

“It’s important that not only do we understand what the school expects, but that they know what our expectations are,” he says. “This becomes particularly important when someone new takes over responsibilities at the school.”

For large-scale layouts, Creedon generates CAD drawings before the installation and shares those drawings with its customers to ensure that they are on the same page.

“Again, clear and efficient communication is critical,” Creedon says. “When we’re on site actually installing chairs, we use string grids to ensure that the columns and rows of the thousands of chairs we set up are straight and sharp looking.”

Douglas Barrera, owner of Camelot Party Rentals, Sparks, Nev., begins graduation jobs by conducting a site review—traveling to the event location, meeting with the event designer and measuring the location of the event.

“We then use our PartyCad program to draw out different setup designs for the client to choose from,” Barrera says. “On the setup day we use plumb lines and specific measurements to space the rows and aisles to scale. When you are responsible for setting up a large amount of chairs, even a little error can be detrimental on a time-sensitive setup.”

AAA Rental System, Markham, Ill., warehouses its chairs on movable racks to ease delivery and load-in. “We try to deliver with logistics in mind,” says owner Jay Heiferman. “School facilities don’t often have great loading areas. Pre-event site visits are essential for the on-campus event.”
Mutton requires that the customer call to have underground utilities marked. “We are very clear and repetitive through the entire planning process: from quoting, to reserving, to confirming delivery times about having utilities marked and what the free services do and don’t mark,” Mutton says.
For AAA Rental, a sprinkler damage waiver is part of its rental contract. “A system schematic of course is always nice to have,” Heiferman says.
When orchestrating backyard graduation parties, Creedon typically visits customers’ yards to measure for the tents, get a sense for the terrain and any slopes or challenging areas, and determine the best method to load and install the tents.

“One solution if there are serious concerns or unanswered questions about what lies underground is to install a weighted frame tent instead of hammering stakes into the ground as anchors,” he says.

Marketing degree

The combination of a competitive marketplace and a tight economy calls for effective marketing to potential graduation clientele. AAA Rental serves both the consumer and commercial markets. “Bringing in new customers of all kinds is, of course, our goal,” Heiferman says. “We try to attract new ‘general public’ customers primarily through search engine optimization as well as word of mouth and very targeted print promotions and community-based sponsorships.”
One way AAA Rental targets the graduation party market is by providing graduation party tent packages. “Consumers enjoy not having to make too many decisions,” Heiferman says. “Packages make it easy for both of us. We also market specials for the school ceremonies.”

In Creedon’s experience, the best source of business is from repeat customers and referrals from satisfied customers to their network including family, friends, co-workers and neighbors.

“Our staff always answers the phone with a smile and we make it a point to be as prompt with our responses as possible,” Creedon says. “Our website, social media efforts and referrals from online search engines also work well.” Beyond that, Creedon encourages staff to be involved in the community and to network with existing and new customers.

When it comes to graduation parties and ceremonies, tent renters are providing memories as much as they are providing tents.

“A lot of people just have a backyard party with those 10-by-10-foot easy-up tents,” Philbrook says. “But let’s be honest. In the end, tents can keep you dry in the rain and cool in the sun, but it’s not the shelter you’re renting, it’s the atmosphere it brings to the event.”

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