Events and rental: Scheduling software for marquee rental companies
Scheduling software for marquee rental companies that books build and strike days, crews, lorries and plant per site, with an eye on weather and busy weekends.
What makes scheduling hard for marquee rental companies.
In season, marquee rental companies find that almost every event wants building on the same Friday and taking down on the same Monday. How many crews that takes depends on tent size, flooring, ground and the distance between sites. With the schedule on a whiteboard or in a shared calendar, nobody notices that two large halls need the same telehandler, or that a crew faces an hour's drive after a long build. The strike gets even less attention: a tent taken down wet has to be dried before it can go out again, and that decides when it is really available.
Scheduling software for marquee rental companies
Example- 1
Define the build work
DoneEvery accepted proposal creates a build job with tent type, floor, site, access and the hours the quote calculated.
- 2
Allocate crews and plant
In progressThe planning board shows crews with their regular members, the lorries and the plant.
- 3
Confirm with customer and crew
NextOnce a build is fixed, the customer receives a confirmation with day, time slot and what needs to be clear on site.
From job to confirmed appointment.
Define the build work
Every accepted proposal creates a build job with tent type, floor, site, access and the hours the quote calculated. The planner sees what it needs in people, vehicles and plant such as a telehandler or trackway. Build and strike are separate jobs, each with its own date and crew.
Allocate crews and plant
The planning board shows crews with their regular members, the lorries and the plant. The planner drags jobs onto a day and sees at once whether a crew is overloaded, the telehandler is double booked or the travel time between two sites does not work. Casual staff can be added day by day.
Confirm with customer and crew
Once a build is fixed, the customer receives a confirmation with day, time slot and what needs to be clear on site. The crew leader sees the job with site photos, contact and special notes. If bad weather pushes a build back, the planner sees which other jobs for that crew are squeezed as a result.
Alongside your calendar and your team.
Marquee rental companies often plan with a whiteboard in the warehouse, a shared calendar and a rental system that knows which equipment is out when. The scheduling software reads accepted jobs from the rental system or quotation software and adds the deployment of people and vehicles. Hours for permanent staff and casual labour can flow to the timesheet or payroll system you already use. The rental system stays the owner of equipment, the schedule owns people and time slots.
Fixed crews or assembled per job
Fixed crews work together faster and know each other's habits, but they are less flexible when one large hall and three small tents go up at once. Putting crews together per job uses everyone better but asks more of the crew leader. The schedule can support both: core crews topped up day by day.
Strike at once or after the weekend
Taking a tent down straight after the event frees equipment sooner, but means Sunday night work and often a tent that is still wet. Striking on Monday is calmer but keeps the tent tied up a day longer. The right call depends on what is booked the following week, and the schedule makes that visible.
Own staff or agency labour
In peak season your own staff is rarely enough. Agency workers fill the gap but know the equipment less well. The schedule shows per job how many experienced people must be present at minimum, so a crew is never made up only of newcomers on a large or technically tricky build.
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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A full calendar starts with easy booking.
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Focus on the class. Let the booking take care of itself.
Read the storyWhat we set up in the schedule.
Build and strike jobs are scheduled across crews, lorries and plant, with confirmations to customer and crew leader. We set that up at the start with your own crews and vehicles. An ordinary summer weekend and a weekend on which strong wind pushes one build back a day are replayed together before going live. Timesheets, drying time for wet canvas and an overview of hired labour per season can come along later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan the schedule take weather forecasts into account?
It does not forecast the weather, but the planner can mark a build as weather sensitive. In high wind or heavy rain, one view shows which jobs are affected and which crews and customers are hit if they move. The decision whether or not to build stays with you.
Can crew leaders see the schedule on their phone?
Yes. A crew leader sees the coming days' jobs with address, access, contact, site photos and the equipment that belongs on the lorry. If the planner changes something, the crew leader is notified. They cannot reorder the jobs themselves, but they can report a problem from site.
How do we schedule plant such as a telehandler?
Plant appears on the planning board as a resource of its own, just like a crew or lorry. A job that needs a telehandler only turns green once one is free. If you hire one in, the planner can record that so it also shows up when the job is costed afterwards.
Can we see when a tent is available again after a strike?
Yes, if the strike crew records whether the canvas was packed dry or wet. A wet tent then gets drying and inspection time in the warehouse before it can be hired again. Sales sees realistic availability for a new enquiry, not just the strike date.
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.
A schedule that works in practice.
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 Scheduling software for marquee rental companies: build days, crews and lorries planned per site, with a clear view of busy weekends and strikes.
- Define the build work
- Allocate crews and plant
- Confirm with customer and crew