Camping Hire Equipment

For large programs, sometimes we need to hire additional equipment including tents and sleeping gear. MAG has the capacity to be self sufficient for smaller programs, however larger programs require additional resources. For a number of years, we have worked with Rent-A-Tent who are easy to work with and have never let us down. The team will arrive on site and set up everything. The team are fairly flexible with regards to changes ahead of the program, just make sure a final email is sent confirming the details one week prior to the program.

Step 1: Determine what additional hire equipment is required

Collate list a minimum four weeks

Based on the PAX and staff, calculate how much additional gear is required. For larger programs, we usually have two people per tent and smaller programs are normally one person a tent.

Step 2: Send email to request quote and confirm booking (Email Template: Quote Request & Confirm Booking)

Send email a minimum four weeks prior to delivery

Send the template email to Rent-A-Tent confirming that we require a quote. As soon as the quote is back, check it through and confirm the booking.

Step 3: Send email with final order confirmation (Email Template: Final Confirmation)

Send email a minimum one week prior to delivery

After the final PAX has been confirmed, send an update with the FINAL equipment hire list.

Email Template: Request Quote & Confirm Booking

Hi INSERT NAME,

Hope all is going well for you. MyAdventure Group is excited to be hosting a program in the Megalong Valley on INSERT DATES and given the size of the program, we require additional equipment.

We're reaching out to request a quote for the below items:

INSERT ITEM & #
INSERT ITEM & #
INSERT ITEM & #
INSERT ITEM & #

Ideally, we required the tents to be set up and ready to go by not later than INSERT TIME & DATE.

Let us know if this is something you are able to assist us with and we will proceed with confirmation.

Thanks,

INSERT NAME

Email Template: Final Confirmation

Hi INSERT NAME,

Hope all is going well for you. MyAdventure Group is excited to be working with you on our upcoming program in the Megalong Valley on INSERT DATES.

Confirming the final numbers of hire equipment required for this program is below:

INSERT ITEM & #
INSERT ITEM & #
INSERT ITEM & #
INSERT ITEM & #

Confirming we will require the gear to be set up and ready to go by not later than INSERT TIME & DATE.

Let us know if there is any issues with the above, otherwise we will see the team later this week and look forward to working with you again.

Thanks,

INSERT NAME

Tent Map and Tent Allocation

Tent Allocation

Depending on the size of the program, the participants of every program will be allocated to a specific tent. For individuals in smaller programs, they are usually allocated to one tent and for families or couples in bigger programs, they will also be allocated one tent but with two to three beds inside.

Tent Map

Every program we need to prepare a Tent Map Document. You can refer to the Google Files: PROGRAM DELIVERY > TEMPLATES

Contact Information

Rent-A-Tent

Andrew Ellis - Managing Director, Rent A Tent Group Pty Ltd

andrew@rentatent.com.au

0414 592 615

www.rentatent.com.au

Additional Notes

Include photos of the tents we normally hire

Include cost list

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