Marquee Hire Q&A

Q:     What size and shape marquee will best suit my function?

A:     In our experience each event is a unique occasion so this is best answered after a site inspection and meeting. As a guide please allow 10-15 square feet per person seated for a meal at round tables. The more comfort you prefer the greater the amount of space you should choose.

Please remember that you also need to balance comfort with atmosphere, too much space may reduce the atmosphere at certain events. Additional space may be required for reception drinks, bars, buffets, bands and dance floors.

All of our marquees are clearspan aluminium frame or pagoda shaped Witch’s Hats. The layout shape is often affected by obstacles on site such as trees as well as event demands and requirements.

Q:     Will my marquee be safe and secure?

A:     All of our marquees and linings conform to British Standard BS5438 for fire retardency and are installed by trained and experienced staff. We are members of the industry trade body “Pertexta” who work with HSE and fire officers to ensure that safe working practises are instigated and adhered to.

The security of the marquee often depends on the site itself, if it is in a public park or isolated yet accessible field, security personnel may be required to protect an unattended marquee.

In addition, our marquees are warranted by the manufacturers for 100km/hour wind loading combined with a 10kg/square metre snow loading. If wind speed approaches this level marquees must be evacuated.

Q:     Will my marquee be comfortable in winter?

A:     Yes, if you use the correct products to combat the winter elements. With the use of solid flooring, doors, suitable lighting and controllable heating your marquee can be just as comfortable as a summer marquee.

As an example, coconut matting is not going to protect evening shoes on a cold, sodden, muddy site and the chance of that site being cold, sodden and muddy increases during the winter months.

All of our heating is thermostatically controlled and indirect which means that the heat source is situated outside the marquee unlike direct heaters which are situated in the marquee. The latter may include space heaters (these look rather like miniature jet engines) and cabinet heaters which allow all combustible products from the heater to remain within the marquee.  These also tend to present a very hot surface for guests to come into contact with.

Guests are also likely to arrive and leave with overcoats, shawls and umbrellas which will all need a place to be stored during the event. It may also be important to enclose catering and toilet access walkways and provide heat to these areas. If this is not the case cold draughts will enter the main guest areas and hot food leaving the kitchen or catering tent may be rather cooler by the time it reaches the table.

Q:     I don’t like coconut matting do you supply carpet instead?

A:     Yes we do and in a large range of 30 plus colours and in different grades, some of which are shown in our photo gallery. We do not recommend installing carpet directly onto grass or on a plastic underlay on grass. The carpet is relatively light and covers small undulations which make it difficult to see these as you walk across the carpet. In addition ladies high heels will go through the carpet especially if ground conditions are soft.

We advise that carpet is laid onto a wooden floor to give it substance; this is new for each event and therefore avoids stains, smells and markings associated with re-used carpet.

Q:       Will the marquee damage my site?

A:     Grass tends to be very resilient and although it may be a little yellow after the marquee is removed this soon recovers and reverts to green. Boarded floor may sometimes leave marks due to the weight of guests and furnishings on the supporting bearers. These tend to be worse when the ground conditions are soft but usually grow out quite quickly or are quite simple to fix with a garden fork after the event.

We recommend that grass is cut 2 or three days before we arrive for a summer event where we are installing coconut matting. This gives the grass time to dry out before we lay the mats. If boarded floor is being used leaving the grass un-cut helps the ground absorb the pressure of the flooring (assuming the grass is that of a normal lawn).For hardstanding sites where drilling and bolting to fix a marquee maybe necessary, small holes will remain once the marquee has been removed, These are likely to be approximately 15mm in diameter and 150mm in depth and may be filled with cement or tarmac after removal of the marquee.

Q:       I have heard that prices are lower the later I leave my order, how far in advance should I book my marquee?

A:     As a general rule the earlier you book your marquee the better for all concerned. The later you leave decisions the more fraught those decisions are likely to be.

In addition all of our quotations are subject to availability at the time of booking. The longer you leave an order the less likely we are to have availability which entails not only equipment but also trucks and most importantly staff. Availability can also change by the hour! This is especially true during busy periods.

Whilst we are sometimes able to hire in extra equipment, trucks and staff, this may add extra cost to your bill. In addition there are times when we simply cannot source or do not have sufficient time to source the equipment that you need since it detracts from our existing clients, some of whom place their order up to a year or more in advance.

We will be delighted to talk to you about last minute orders and we often fulfil these requests but don’t be too surprised if it is either more expensive or not possible.

Q:     My site is uneven, not grass and has obstacles, is it possible to put a marquee on such a site?

A:     Very often the answer is yes although a site inspection is essential. With Hard standing areas such as tennis courts and patios, remember that if it rains the water will run off the roof and drain away. If this water is likely to drain under the marquee walls then we often advise a raised wooden floor to keep your feet dry. Matting is very difficult to install in these circumstances and may not therefore be a safe or suitable option.

Slopes or uneven sites may be overcome with the use of a suspended or framed flooring system giving an exhibition quality finish. Some slopes are beyond the ability of these floors and a scaffold platform may be the solution.

Often obstacles such as trees and ponds may be possible to incorporate within your marquee so becoming a feature. The best way to ascertain this is for us to carry out a site inspection.

Q:        How far do you travel?

A:     We operate mainly in the south east of England and London although we do travel further afield if clients prefer our service. This may be due to our high quality or simply due to working with us on past events.

In addition there are some events such as roadshows which will move around the country so our office location is less of an issue.

Q:     How will you provide power for my event?

A:     Usually this is in one of two ways, a small installation from a building mains power supply to your marquee or by use of generators.

Both of the above are carried out by electrical contractors using fully qualified event electricians. The electrical installations will conform to BS767c up to current amendment and all work will be carried out in accordance to Health and Safety GS38. 

Q:       When do you install marquees?

A:     This very much depends on when the event is and how long installation will actually take. Our clients hold events 7 days a week 365 days a year so this is a matter for discussion.

Typically for a Saturday wedding all marquees are completed by Thursday evening, some venue restrictions may not allow this.

Q:       What happens if I have a problem with my marquee?

A:     We have two backup systems to take care of your event once the marquee has been completed; an out of hours emergency call out supervisor who is available by mobile phone (this is also available on our answer phone message at the office) or a pre-arranged on-site supervisor at your home or venue during your event

Q:     Do you provide catering and equipment?

A:     We regard ourselves as marquee specialists and tend not to get involved with catering, cutlery, crockery, glassware or linen. We work with many excellent and specialised caterers and suppliers and would be very happy to recommend one suitable for your requirements.

Q:     How much do site inspections cost?

A:     They are generally free of charge and without obligation.

Q:     Is it possible to alter my specification?

A:     We understand that when you first book your marquee and fittings you have an estimate of the guest numbers attending. Our advice is to book a suitable size marquee and sufficient furniture to suit the initial estimate of guest numbers. We will be happy to make small alterations up to 1 week prior to your event date, please remember it is easier to reduce rather than increase size and number closer to the event.

Q:     This is all quite daunting is there a simpler way?

A:     If you’re not used to organising events it may seem quite scary so try to break it down into small stages. Try to imagine what you would like to do with your guests from the time they arrive until the time that they leave.

Most of what we do is not rocket science it’s mostly common sense, choices are often subjective, colours and styles are very personal and belong to you for your event. We will use our experience to advise and where necessary guide you to ensure you avoid the pitfalls that may lie in your path.