A few details that make the setup easier to plan
A service can look perfect in a photograph and still need a different arrangement in your room. Before finalising your hire, collect the practical details below. You do not need technical answers to everything: a venue contact, a room photograph and a rough timetable are useful starting points.
1. Name the room as well as the venue
Tell us which space you are using and whether the event moves between rooms. Include the location of the DJ, dance floor and photo area on a simple plan if you have one. Note any space that is only available after a meal, ceremony or room turnaround.
Our white LED starlit and black-and-white chequered dance floors are available in:
- 12 × 12 ft.
- 14 × 14 ft.
- 16 × 16 ft.
These dimensions cover the floor itself. Allow surrounding space for guests, tables, entertainment and access.
2. Check the route in
- Where can suppliers unload?
- Is the event room on another floor?
- Are there stairs, narrow doors or restricted access?
- When can equipment enter and when must it leave?
Share any known restrictions before the booking is finalised. Access arrangements can affect which setup is suitable and how the event schedule should be planned.
3. Think about guests moving around the room
A photo area needs room for people to pose and for friends to gather nearby. An illuminated display should remain visible without occupying a main route. Look at the paths between the entrance, seating, bar and dance floor when deciding where each feature belongs.
For a Digital Photo Pod or Magic Mirror, a photograph of the intended spot is especially useful because it shows the background as well as the available floor space.
4. Ask about power and venue rules
Find out where power is available and whether the venue has supplier instructions, sound limits or an agreed music finish time. We will discuss the requirements of the selected equipment rather than assume every service uses the same arrangement.
Dancing on Clouds and a Confetti Cannon require venue approval and suitable arrangements. Ask about the proposed effect specifically, including any clearing requirements for confetti.
5. Agree the running order
Put guest arrival, meals, speeches, entertainment start and finish, room changes and collection arrangements into one schedule. Where another supplier is involved, identify the person coordinating the relevant moment.
Sussex venue information
Check the venue’s own wedding pages for room details and arrangements:
- Pelham House, Lewes
- Gildredge Manor, Eastbourne
- Ashdown Park Hotel, near Forest Row
- The View Hotel, Eastbourne
Our venue guides help you consider the entertainment. Venue and Twilite availability are checked separately.
What to send Twilite
- Date, venue, room and intended services.
- Approximate guest numbers and event timings.
- A plan or room photograph.
- Known access or venue restrictions.
We will discuss suitability and confirm the agreed arrangements.
Send your event details, explore standalone hire or compare the dance floor and lighting options.
