Events and rental: Customer portal for marquee rental companies
A customer portal for marquee rental companies where clients view and approve the tent layout, build arrangements and site instructions, without a thread of emails full of attachments.
What customers of marquee rental companies want to see.
Between acceptance and build day, a lot changes on a marquee hire. The customer wants the bar on the other side, the guest count goes up and the caterer asks for an extra exit to the kitchen tent. For marquee rental companies that means a string of emails with floor plans and nobody sure which is the latest. The build crew sometimes works from an older layout than the one the customer has in mind. Practical arrangements, such as who opens the gate, where the power supply is and when the tent must be empty for the strike, end up scattered across email, phone calls and a note on the packing list.
Customer portal for marquee rental companies
Example- 1
Set access per event
DoneThe customer gets access to their own event, along with any organiser or caterer they invite.
- 2
Show layout and arrangements
In progressThe portal shows the current tent layout with tables, stage, bar and exits, plus build and strike times and site instructions.
- 3
Handle comments and approval
NextThe customer can comment on a layout or approve it.
From invitation to approval.
Set access per event
The customer gets access to their own event, along with any organiser or caterer they invite. Each person only sees what belongs to that job. An event agency with several bookings sees them side by side, but never the events of other clients.
Show layout and arrangements
The portal shows the current tent layout with tables, stage, bar and exits, plus build and strike times and site instructions. Each new layout becomes its own dated version and earlier ones stay visible. It is always clear which version the crew is taking to site.
Handle comments and approval
The customer can comment on a layout or approve it. A comment reaches the salesperson as a task with the layout attached. Only after approval does the layout go onto the build crew's job card. If the customer changes something close to build day, the salesperson can see whether it is still feasible.
Less email, the same records.
Most marquee rental companies email layouts as files drawn in a drawing program or floor plan tool. The portal does not replace that tool: the layout is still drawn there and then placed in the portal. Contacts and bookings come from the rental system. The customer owns their wishes and approvals, the rental company owns the layout and the technical arrangements. Invoices can be shown in the portal with their payment status, from the same software or read in from the accounting package.
Customer edits or company draws
Letting customers move tables around in a layout gets you their wishes faster, but also layouts that ignore escape routes or tent dimensions. Having the rental company draw keeps the layout technically sound but slows every change. A popular middle way is comments on the layout, after which the rental company makes the edits.
Portal for everyone or business only
Private customers with a party tent gain little from a portal; a confirmation email does the job. Organisers with large setups and several parties involved gain a lot. The portal can be switched on per booking, so it is only used where there is genuinely something to coordinate.
Let caterers and suppliers in
A caterer who can view the kitchen tent directly asks fewer questions through the customer. At the same time the customer does not want every supplier seeing the prices. The portal sets per invited party what they can see: layout and times yes, quote and invoice no, unless the customer decides otherwise.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
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Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat customers find in the portal.
In the portal the customer sees per event the current layout with earlier versions, the build and strike arrangements, comments and approval. Before going live we try a simple garden setup together and a corporate event where the caterer asks for an extra exit shortly before the build. Showing invoices, inviting suppliers with limited rights and an overview for repeat organisers can be switched on once the basis runs well.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the customer see when the build crew is coming?
Yes. The portal shows the agreed time slot for build and strike, and what needs to be clear on site at that point. If the schedule moves, the portal updates and the customer gets a message. An exact arrival time for the crew is only shared if you want it to be.
What if the customer approves an outdated layout?
That cannot happen unnoticed. Approval is only possible on the newest version; older ones are view only. If a new version has been posted since their last comment, the customer sees that at the top before confirming anything.
Can several people from one client follow along?
Yes. The main contact can invite colleagues or an organiser. Everyone sees the same layout and arrangements, but you decide who is allowed to approve. That stops a colleague of the customer signing off something the decision maker has not yet seen.
Do customers have to create an account?
Not always. For a one-off event, a personal link with a short confirmation code can be enough. Repeat organisers are better served by a permanent account that shows all their events. Which approach fits depends on how often the same customer comes back.
Add-ons for your industry.
What often connects to this.
- Digital job cards for marquee rental companiesDigital job cards for marquee rental companies carrying the site plan, tent position and anchoring, so the build crew knows on arrival what goes where and what was agreed.
- Website for marquee rental companiesA website for marquee rental companies that explains tent types, sizes and flooring options well enough for visitors to see which setup suits their site and occasion.
- Enquiry form for marquee rental companiesAn enquiry form for marquee rental companies that collects site size, ground type, access and date, so each enquiry can be assessed without a call back first.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for marquee rental companies: tent layout, build times and site instructions in one place, with client approval for each version.
- Set access per event
- Show layout and arrangements
- Handle comments and approval