Kata Tent

Our preferred supplier for the Kata Tents is Matakata Hire and Events. They are a luxury tent, styling, and furniture hire company. Matakata Hire and Events has a range of luxury tents - from Kata Tipis, Sperry Tents and other equipment for events such as accessories, seating, furnishings, lighting and decor to add some flair to the event.

Note: Always double check the quantity indicated for each item in the Runsheet document. Also, always compare the quantity of items in the Runsheet from the Invoice since that's our basis for the final list of orders for the event.

Step 1 - Determine how many kata tents are needed for the program

Determine details a minimum of four weeks before the program

Before we can email Matakata Hire and Events, we need to determine the number of Kata Tents needed for the program. James usually determines this. For big events with more than 70 pax, we book two Giant Hat Tipi and two Fair Lights around each internal pole (9x10m). The company charges an additional fee of 5% for Damage Waiver and a fee for delivery and installation ($2 per km from Sydney CBD - round trip).

Step 2 - Email to confirm booking & request quote

Confirm booking and request quote a minimum of four weeks before the program

Send an email to Matt or Leanne to touch base with them regarding the upcoming programs we have for the season. Include in the email the client name, date of event, number of pax and the number of Kata Tents needed.

Step 3 - Confirm the quotation received and save it to client folder

Confirm the quotation with Matakata Hire and Events and request for an invoice

Once the quotation is confirmed, proceed in requesting for an invoice. After the invoice has been paid, they will send us the Runsheet and the Terms & Condition document for the confirmed booking. Review the details in the documents and once final, save it to the client folder.

Budgeting Allocation

The number of kata tents for every program depends on the number of participants:

For every small program 10 pax to 30 pax - 1 kata tent
For 40 pax above - 2 kata tents

Numbers for Base Camp Calculations

Email Template - Confirm Booking & Request Quote

Hi [INSERT NAME],

Hope you're well!

I am touching base about an upcoming program we have in [INSERT DATE].

We are running 3 upcoming My Adventure Group programs down in the Megalong Valley and would love to get quotes from you for a similar set up to what's been organized with you in the past for:

[CLIENT NAME]
Dates: [INSERT DATE]

No. People: [INSERT PAX]

No. Kata Tent: 1 X Kata

[CLIENT NAME]
Dates: [INSERT DATE]

No. People: [INSERT PAX]

No. Kata Tents: 1 X Kata

[CLIENT NAME]
Dates: [INSERT DATE]

No. People: [INSERT PAX]

No. Kata Tents: 2 X Kata

Please can you put each program on a separate quote?

Feel free to contact me should you need more information to create the quote.

Thanks.

Information Needed for the Matakata Hire and Events Runsheet

Primary Contact (name and number) for the day of installation

-Dylan Hickman (Lead Guide)

armadillo497@gmail.com

0413 443 980

Secondary Contact (name and number) for the day of installation

- James Castrission

james@myadventuregroup.com.au

0402 904 334

Exact address of installation

- Megalong Valley Farm, 993 Megalong Road, Megalong Valley

Preferred time and date of bump-in (we usually set up the morning of the day before if that works?)

-Bump-in - 14 or 17 of April would be fine - @ 9am

Preferred time and date of bump-out (usually the day after)

-Bump-out - 21 April - Morning

Any special access/delivery instructions

-none

Contact Information

Matakata Hire and Events Pty Ltd

Contact Person: Leanne or Matt

Email address: info@matakata.com.au

Phone number: 1300 582 410

Last Update Date: 17/7/23

Updated By: Cara