Outdoor events rely on temporary structures to create functional spaces where none existed before. From the stage your headliner performs on to the toilets your audience queues for, almost everything at an outdoor event is a temporary installation that needs to be planned, erected, inspected, and eventually removed.
Getting temporary structures right is both a logistical and a safety challenge. Here is what you need to know as an event organiser.
Types of temporary structures
Marquees and tented structures
Marquees range from simple pop-up gazebos for market stalls to large clear-span structures that can cover thousands of square metres. For event purposes, the main types are:
- Frame marquees -- Free-standing aluminium frames with PVC covers. No internal poles, so you get full use of the internal space. These are the standard choice for corporate events, weddings, and hospitality areas
- Pole marquees -- Traditional canvas marquees supported by internal poles. They have a classic look but the poles reduce usable space. Common at village fetes and country events
- Clear-span structures -- Engineered aluminium buildings that can span up to 40 metres or more without internal supports. Used for large exhibition halls, festival bars, and production areas
- Stretch tents -- Flexible fabric canopies that create organic, flowing shapes. Popular for festivals and outdoor dining areas. They provide shade and shelter but are not fully enclosed
When hiring a marquee, specify the ground conditions (grass, tarmac, gravel), expected wind exposure, and whether you need flooring, heating, or lighting inside. Your supplier needs this information to select appropriate anchoring methods and structural specifications.
Stages and performance platforms
Temporary stages range from modular deck systems (basic platforms on legs) to full production stages with roofing structures, lighting trusses, and integrated sound wings. The choice depends on your production requirements and budget.
For small events, modular staging panels at 600mm to 1,000mm height are usually sufficient. These can be configured to any size and are quick to assemble. For larger events, a dedicated stage structure with a weather-proof roof is essential to protect performers and equipment.
All temporary stages must be designed and erected by competent persons. The Institution of Structural Engineers publishes guidance on temporary demountable structures that your supplier should follow. Ground conditions matter enormously. A stage on soft ground needs larger base plates to distribute the load and prevent sinking.
Fencing and barriers
Fencing serves multiple purposes at outdoor events: defining the site boundary, controlling crowd flow, protecting sensitive areas, and managing emergency access. Common types include:
- Heras fencing -- Standard construction-site panels, 2 metres high. Cheap, functional, but not attractive. Often covered with printed mesh banners for branding
- Crowd barriers -- Interlocking metal barriers about 1.1 metres high. Used for front-of-stage areas, queue management, and pedestrian flow control
- Timber post and rail -- A more attractive option for boundary fencing at festivals and country events
- Pit barriers -- Heavy-duty barriers designed for front-of-stage use at concerts, engineered to withstand crowd pressure
Portable toilets and welfare facilities
The number of toilets you need depends on your audience size, the duration of the event, and whether alcohol is being served. As a general guide, for a 1,000-person event lasting six hours with alcohol, you should provide approximately 40 to 50 toilet units, with a ratio of roughly 60% female to 40% male (accounting for urinals on the male side).
Position toilets where they are visible and accessible but not directly adjacent to food areas. Ensure they are on level ground and that there is adequate lighting around them for evening events. For multi-day events, regular servicing (at least twice daily) is essential.
Regulations and permissions
Temporary structures at events are subject to several regulatory requirements in England and Wales:
- Building regulations -- Temporary structures erected for fewer than 28 days are generally exempt from building regulations, but they must still be structurally sound
- Planning permission -- Temporary use of land for up to 28 days per year is usually permitted without planning permission under the Town and Country Planning (General Permitted Development) Order. However, conditions vary, so check with your local planning authority
- Premises licence -- If your event involves licensable activities (sale of alcohol, regulated entertainment, late-night refreshment), you need a premises licence or temporary event notice
- Fire safety -- The Regulatory Reform (Fire Safety) Order 2005 applies to temporary structures. You must carry out a fire risk assessment covering escape routes, fire detection, extinguishers, and the flammability of materials used
Weather and wind loading
Wind is the primary risk to temporary structures. Marquees and tented structures are essentially sails, and even moderate winds can cause significant damage or structural failure if they are not properly anchored.
Your marquee supplier should provide wind loading calculations for the structure and confirm the maximum wind speed at which the structure is safe. Typical clear-span marquees are rated for wind speeds up to about 60 mph (Beaufort force 10), but this assumes correct installation and anchoring.
Monitor weather forecasts in the days before your event. If high winds are forecast, have a plan for securing or dismantling vulnerable structures. On the day, assign someone to monitor conditions and make decisions about structural safety. The decision to close or dismantle a structure should be made by a competent person, not by committee.
Working with suppliers
Choose suppliers who specialise in event structures rather than general construction hire. Event specialists understand the time pressures, the need for quick turnarounds, and the specific safety requirements of public events.
Get written confirmations of structural calculations, insurance certificates, and the qualifications of the crew who will erect the structures. A reputable supplier will provide all of this without being asked. Be cautious of anyone who cannot.
Plan your load-in schedule carefully. Large structures need to go up first because they take the longest and everything else depends on their position. A clear-span marquee might take two to three days to erect. Staging might take a day. Work backwards from your event date to determine when each supplier needs site access.
Inspection and sign-off
Before your event opens to the public, every temporary structure should be inspected and signed off. For stages and large marquees, this should be done by a structural engineer or a competent person appointed by the supplier. For smaller structures, a documented inspection by your production manager is usually sufficient.
Keep records of all inspections, including photographs. If conditions change during the event (heavy rain making ground soft, wind picking up, or crowd loading exceeding expectations), re-inspect affected structures. Your risk assessment should include triggers for re-inspection and criteria for closing or evacuating structures.
