The Ultimate Marquee Event Checklist: 15 Things You'll Be Glad You Planned

Planning a marquee event is exciting, but there can be a surprising number of details to think about.

The marquee itself is only one part of the equation. To create an event that runs smoothly, you need to consider everything from access and flooring to lighting, catering and guest comfort.

The good news is that you don't need to remember everything yourself.

We've put together this handy checklist of 15 things you'll be glad you thought about before event day.

1. 📅 Your Event Date

It sounds obvious, but your date should be one of the first things you confirm.

Popular weekends, particularly during the summer months, can become busy, so it's worth enquiring about marquee availability as early as possible.

2. 👥 Your Guest Numbers

You don't need an exact guest list immediately, but an approximate number is essential.

Remember that the marquee needs to accommodate more than just your guests.

You'll also need space for things such as:

• Tables and chairs
• Bars
• Dance floors
• Stages
• Catering areas
• Walkways

3. 📏 The Marquee Size

Don't simply choose a marquee based on guest numbers.

The type of event and your planned layout will have a major impact on the space you need.

A sit-down wedding, standing reception and corporate exhibition could all require very different layouts for the same number of people.

4. 📍 The Location

Think carefully about where the marquee will go.

Is the ground suitable?

Is there enough space?

Are there trees, walls or other obstacles?

Could the location be affected by waterlogging or difficult weather conditions?

A professional site assessment can help identify potential problems early.

5. 🚚 Access

One of the easiest things to overlook is how the marquee equipment will reach the site.

Consider:

• Gates
• Driveways
• Narrow access points
• Parking
• Turning space
• Distance from the unloading area

Good access makes installation much easier.

6. 🌱 Ground Conditions

The condition of the ground matters.

A level, suitable surface makes installation more straightforward, while slopes, soft ground or other challenges may need additional planning.

This is another reason a site visit can be valuable.

7. 🪵 Flooring

Don't forget what's underneath your guests' feet.

Depending on the event and location, flooring can improve comfort, appearance and practicality.

It's particularly important if you're hosting a formal event where guests will be wearing heels or smart shoes.

8. 💡 Lighting

Think beyond simply being able to see.

Lighting creates atmosphere.

Consider whether you'd like:

• Fairy lights
• Festoon lighting
• Chandeliers
• Uplighting
• Entrance lighting
• Outdoor lighting

Your lighting choices can completely change the feel of the event.

9. ⚡ Power

What needs electricity?

You might have:

• Lighting
• DJ equipment
• Live music
• Catering equipment
• Refrigeration
• Heating
• AV equipment

Talk to your suppliers early so you understand the requirements and can plan your power supply properly.

10. 🍽 Catering

Decide how food will be served.

Will it be:

• A sit-down meal?
• Buffet?
• BBQ?
• Street food?
• Food trucks?
• Canapés?

Your catering choice can influence the marquee layout and the space required.

11. 🍸 The Bar

If you're having a bar, think about where it will be positioned.

Ideally, it should be easy to find without creating a bottleneck.

You may also want to consider whether you need additional refrigeration, power or storage.

12. 🎶 Entertainment

Planning a DJ or live band?

Think about where they'll be positioned and how much space they require.

If you're having a dance floor, this should be considered when designing the overall layout.

13. 🚽 Toilets & Guest Facilities

Don't forget the facilities outside the marquee.

Depending on your location and guest numbers, you may need additional toilets or other facilities.

Think about accessibility too, so all guests can enjoy the event comfortably.

14. 🌦 Weather & Guest Comfort

Nobody expects you to control the British weather.

But you can plan for it.

Consider:

• Heating
• Ventilation
• Shade
• Side panels
• Flooring
• Outdoor walkways

The aim is to make guests comfortable whatever conditions arrive on the day.

15. 🧹 What Happens After the Event?

It's easy to focus entirely on the big day and forget what happens afterwards.

Make sure you understand the arrangements for:

• Marquee collection
• Rubbish and waste
• Furniture collection
• Cleaning
• Site access after the event

Knowing this in advance means there are no nasty surprises when the party is over.

🎪 Your Marquee Event Checklist

Here's the quick version to save for later:

☐ Event date
☐ Guest numbers
☐ Marquee size
☐ Location
☐ Access
☐ Ground conditions
☐ Flooring
☐ Lighting
☐ Power
☐ Catering
☐ Bar
☐ Entertainment
☐ Toilets
☐ Weather planning
☐ Post-event arrangements

Final Thoughts

The secret to a successful marquee event isn't necessarily having the biggest marquee or the most elaborate decorations.

It's making sure the important details have been considered before the day arrives.

The earlier you start planning, the easier it becomes to coordinate your suppliers, make informed decisions and create an event that feels effortless when your guests arrive.

At Zest Marquees, we understand that hiring a marquee can feel like a big decision, particularly if you've never organised an outdoor event before.

That's why we're here to guide you through the process, from the initial conversation to installation and collection.

🎪 Ready to start planning your marquee event?

Visit www.zestmarquees.co.uk to find out more about Zest Marquees or get in touch with the team to discuss your plans.

A little planning now can save a lot of stress later — and we’re here to help every step of the way.

Our team is ready to discuss your requirements today. Call 07533 023225 or email sales@zestmarquees.co.uk