Planning an event can be both exciting and overwhelming, but with the right preparation, your event can be a huge success. If you’re considering marquee hire for your upcoming event, you’re already on the right path! Marquees provide versatility, style, and the ability to host events in almost any location. In this guide, we share 10 essential tips to help you plan your event with marquee hire and ensure everything runs smoothly.
1. Choose the Right Marquee Size for Your Event
One of the first decisions you’ll need to make is the size of the marquee. Choosing the right size is crucial to ensuring your guests have ample space to mingle and enjoy the event comfortably. If you’re expecting a large crowd, be sure to factor in enough room for seating, entertainment, and any other equipment you may need. Don’t hesitate to consult with a professional marquee hire company—they can help you determine the right size based on your guest list and event type.
To help you visualise your setup, we offer a no-obligation marquee floorplan to ensure your space is used efficiently. Get in touch to learn more!
2. Consider the Location and Ground Conditions
The location of your marquee plays a significant role in its setup and overall success. Ideally, you’ll want a flat, level area for the marquee to be erected. Grass is often the preferred surface, but it’s essential to consider whether the ground is firm enough to support the structure. If you’re hosting an event on hard ground or a surface like concrete or tarmac, ensure proper anchoring and secure installation to prevent any issues on the day.
Additionally, keep in mind that depending on the event, large vans or lorries may need full access to the setup location to transport the equipment and marquee. Obstructions such as stairs, narrow pathways, trees, or other obstacles can cause major delays or may even prevent the marquee from being set up altogether. It’s best to consult with the marquee hire company beforehand and ensure clear access to avoid any last-minute challenges.
3. Plan for the Weather with Proper Insulation and Flooring
Weather conditions can be unpredictable, so it’s essential to plan for any scenario. A marquee can protect your guests from rain or harsh sun, but you’ll also need to consider insulation and flooring. For colder months, heating systems can be added to keep your guests comfortable. For warmer weather, ventilation and fans can provide a cool atmosphere. Additionally, renting flooring ensures a solid, stable surface for walking, dancing, and sitting, and it helps keep your event running smoothly no matter what the weather has in store.
4. Think About Access and Emergency Exits
Safety is a top priority when planning any event. It’s important to think about accessibility, particularly for guests with mobility issues. Make sure that the marquee entrance is wide enough for wheelchairs or pushchairs. Furthermore, in line with health and safety regulations, your marquee should have clear and accessible emergency exits in case of an emergency. Planning for these elements ensures your guests’ safety and a smooth event.
5. Decorate Your Marquee to Match Your Event Theme
One of the best things about marquees is their versatility when it comes to decoration. Whether you’re hosting a corporate event, a garden party, or a private celebration, the marquee can be transformed to fit any theme. Consider lighting, draping, floral arrangements, and table settings to create the perfect atmosphere. Personalise the space to match your event’s style, and your marquee will become a stunning focal point.
6. Opt for Professional Setup and Takedown Services
While it may seem like a good idea to handle the setup and takedown yourself, it’s always best to leave this to the professionals. Professional marquee hire companies have the experience and expertise to install your marquee safely and efficiently. They also ensure that everything is packed up properly after the event, leaving you free to focus on enjoying the day without any worries.
7. Don’t Forget to Include Additional Event Equipment
Marquees alone may not be enough to host a complete event. Furniture, lighting, sound systems, and catering equipment are all essential for creating a well-rounded, functional event. Be sure to rent tables, chairs, linens, and other furnishings to make your guests comfortable. You might also want to consider renting AV equipment like speakers and projectors if your event requires presentations or live entertainment.
8. Think About Power and Lighting Needs
Lighting can make or break an event, and it’s crucial to plan accordingly. A well-lit marquee creates an inviting atmosphere and sets the tone for the occasion. Consider ambient lighting, as well as task lighting for specific areas like the stage, bar, or dining area. Additionally, if you’re hosting an event at night, make sure your power needs are covered for lighting and other equipment like speakers or catering.
Power needs should be carefully considered. Depending on the equipment you plan to use, a generator may be required to ensure a steady power supply. However, for smaller events, standard electrical sockets may suffice. It’s essential to know in advance the type of equipment you’ll be using and consult with your marquee hire company or an event professional to determine the power requirements. They will be able to advise you on whether you need a generator or if your event can rely on standard power sources, helping to ensure smooth operations on the day.
9. Allow Plenty of Time for Setup and Breakdown
While it might seem obvious, many event planners overlook the amount of time needed for proper setup and breakdown. Make sure you allow plenty of time for the marquee to be erected, decorated, and prepared before the event begins. Similarly, plan for ample time after the event to take everything down and ensure the venue is left as it was found. This will help ensure that the day runs smoothly without feeling rushed.
10. Get a Detailed Quote and Contract
Before moving forward, always request a detailed quote and contract from the marquee hire company. This will outline all services included, the total cost, and any potential additional charges that may arise. A transparent contract ensures there are no surprises on the day of your event and gives you peace of mind knowing everything is in place.
Conclusion
By following these 10 tips, you’ll be well on your way to hosting a successful event with marquee hire. Whether you’re planning a corporate event, a private party, or a special celebration, a marquee provides the flexibility and space you need to create a memorable experience for your guests. If you’re ready to get started, contact us today for a free quote and expert advice on marquee hire and event equipment.
