Risk Assessments for Marquee Hire: A Practical Safety Guide

A marquee might be temporary, but the responsibility for keeping an event safe is very real. Whether you're organising a wedding reception, garden party, corporate function or community celebration, it is important to identify potential hazards before the marquee is installed and guests arrive.

A marquee risk assessment helps identify what could go wrong, who might be affected and which precautions are needed to reduce the likelihood of injury or damage. This guide from Midlands Marquee Hire explains the main considerations, including the distinction between the safe installation of a marquee and the wider responsibilities involved in running an event.

Does Every Marquee Hire Need a Risk Assessment?

The answer depends on the nature of the event and who is organising it. A private family celebration in a garden does not necessarily carry the same formal assessment obligations as a public festival, workplace function or commercially organised event.

However, assessing potential hazards is sensible for any marquee installation. Event organisers, employers and other duty holders may have legal obligations under health and safety legislation. Venues, insurers and local authorities may also require relevant safety documentation.

For larger or more complex events, a documented assessment should reflect the actual location, activities, equipment and people attending. A generic form downloaded from the internet is not a substitute for considering the conditions at your particular site.

Who Is Responsible for Marquee Safety?

Marquee safety involves several responsibilities, and they should not be confused with one another.

Midlands Marquee Hire handles the installation and takedown of the hired marquee and associated equipment. Customers and event organisers must also consider how the site will be used, which activities will take place and whether appropriate arrangements exist for guests, staff, contractors and visitors.

For example, the safe installation of a Marquees structure is different from assessing a catering operation, managing public attendance or supervising children. Those additional activities may require their own assessments and competent personnel.

Responsibilities should be agreed before the event, particularly where several suppliers, a venue operator or an external organiser are involved.

1. Assessing the Marquee Installation Site

The first stage is to consider whether the proposed location is suitable. A large garden or open space is not automatically an appropriate marquee installation area.

Potential hazards include uneven ground, steep slopes, soft soil, underground services, overhead electrical cables, overhanging branches, restricted access and nearby structures. The proposed location must also provide enough room for the marquee and its required securing arrangements.

Tell us about known site hazards before booking. If the installation will take place on paving or another hard surface, suitable weights may be required. These arrangements need to be considered in advance rather than improvised on installation day.

Ground Conditions and Trip Hazards

Check for holes, raised paving, slippery surfaces, exposed roots and changes in level. These hazards can become more difficult to see during evening events or poor weather.

Midlands Marquee Hire does not supply marquee flooring, so the existing ground surface must be suitable for the intended use. Organisers should consider footwear, furniture stability, accessibility and how conditions might change after rainfall.

2. Marquee Anchoring and Structural Stability

A marquee must be secured using an anchoring arrangement appropriate to the structure, surface and expected conditions. This is a critical installation consideration because an inadequately secured temporary structure can present serious risks in windy weather.

Anchoring requirements should be determined by competent installers in accordance with the relevant equipment specifications and site conditions. Customers should not remove weights, stakes, braces or other structural components after installation.

Do not alter the marquee framework, openings or exits without authorisation. If you notice movement, damage, loose components or another structural concern, stop using the affected area and contact the hire team for advice.

3. Wind, Rain and Severe Weather

Weather is one of the most important variables in marquee risk assessments. Conditions can change between the initial booking, installation and the event itself.

A suitable assessment should consider forecast wind conditions, exposed locations, heavy rainfall, potential water accumulation, lightning and any other severe weather relevant to the event. The organiser should understand what actions are required if conditions deteriorate, including when activities may need to stop and people must move to a safer location.

Midlands Marquee Hire monitors weather conditions and uses wind management arrangements. In extreme weather, installation may be postponed or declined for safety reasons. The presence of a marquee should never be treated as a guarantee that an outdoor event can proceed in all conditions.

4. Fire Safety Inside a Marquee

Fire precautions are particularly important where marquees contain electrical equipment, decorations, catering operations or large numbers of people.

Keep exits unobstructed, avoid naked flames and ensure that decorations do not create additional ignition hazards. Cooking equipment, heaters and other potential sources of heat require suitable controls and separation from combustible materials.

Depending on the event, the responsible person may need to arrange an appropriate fire risk assessment, suitable fire-fighting equipment, emergency procedures and trained personnel. Requirements vary according to the premises, activities and applicable fire safety legislation.

Decorations and Temporary Displays

Customers may decorate the marquee using suitable freestanding items, but decorations must not be taped, glued or attached to the marquee walls, roof or framework. Keep displays clear of heaters, electrical equipment and escape routes.

5. Electrical Equipment, Cables and Heating

Temporary electrical installations introduce potential risks such as electric shock, overheating, damaged cables and trip hazards. The risk assessment should consider the power source, connected equipment, cable routing and protection from weather or physical damage.

If you are hiring Marquee Heating, an appropriate electrical supply is required. Electric infrared heaters must be positioned safely and kept clear of flammable materials. Customers should not connect their own electrical appliances to supplied extension cables or power equipment without consulting the team first.

Where a larger event requires temporary distribution equipment, generators or substantial electrical loads, a competent electrical contractor should assess and install the relevant arrangements.

6. Entrances, Exits and Emergency Arrangements

An event layout must allow people to enter, leave and move around safely. Emergency arrangements become especially important for larger celebrations, public functions and events involving vulnerable attendees.

Consider the number and location of exits, the expected attendance, lighting, accessible routes and whether guests can reach a safe place if the marquee must be evacuated. Tables, decorations, catering equipment and entertainment features must not obstruct the required escape routes.

Emergency plans should reflect the actual site and the needs of those attending, rather than relying on a generic arrangement. Organisers should also consider how emergency services could access the location if required.

7. Furniture, Dance Floors and Event Equipment

Tables and chairs may seem relatively straightforward, but poor positioning, unstable surfaces and overcrowded layouts can introduce avoidable hazards.

Our Furniture range includes 4ft Round Table and Foldable Chairs. Organisers should ensure furniture is used appropriately, positioned on suitable ground and arranged to maintain necessary access and circulation space.

The 12x12ft Dance Floor may also require specific consideration within the wider event assessment, including its positioning, surrounding space and how guests will enter and leave the dancing area.

8. Children, Accessibility and Public Events

Risk assessments should reflect the people expected to attend. A family birthday, corporate event and public Christmas attraction may involve very different supervision and accessibility requirements.

Where children are attending, organisers should consider suitable supervision, access to equipment and the risks associated with nearby activities. Public events may also require safeguarding arrangements, crowd management and additional planning for people who need assistance.

Accessibility is not limited to the marquee entrance. Consider the full route from parking or arrival points to the event, including gradients, surfaces, doorway widths and any changes in level. A marquee installed on grass may present different accessibility challenges from one on a suitable hard-standing surface.

9. Installation and Dismantling Risks

Marquee installation and dismantling involve handling equipment, working around structural components and moving materials through the site. These activities should be managed by the installation team using appropriate safe working procedures.

Midlands Marquee Hire handles the setup and takedown of its hired equipment. Customers can help by providing accurate access information, clearing the installation area and keeping guests, children and pets away from the working space while equipment is being erected or removed.

If specific delivery or collection arrangements are required, please discuss these in advance. We ask customers to notify us at least two weeks beforehand where particular timings are needed.

10. Catering, Alcohol and Other Event Activities

The marquee is only one part of the event. Food preparation, alcohol service, entertainment, generators, external suppliers and temporary attractions may all introduce additional hazards that require assessment.

Catering suppliers should assess their own operations, including food hygiene, hot equipment, gas or electrical safety and any relevant fire precautions. Organisers should also establish whether licensing or other permissions are required for alcohol sales, regulated entertainment or public attendance.

Where multiple contractors are involved, their responsibilities and activities should be coordinated so that one supplier's equipment or working arrangements do not create hazards for another.

How to Write a Marquee Event Risk Assessment

A useful risk assessment is specific, understandable and proportionate to the event. It should identify foreseeable hazards and record the measures needed to manage them.

A practical assessment generally involves identifying hazards, deciding who could be harmed, evaluating the risks, recording appropriate precautions and reviewing the findings when circumstances change.

Potential Hazard	Example Consideration	Possible Control Measure
Strong winds	Risk of structural instability or unsafe conditions.	Follow the marquee supplier's wind management procedures and event emergency arrangements.
Uneven ground	Trips, falls and unstable furniture.	Assess the surface, identify hazards and choose a suitable installation position.
Electrical cables	Trips, damaged cables or electric shock.	Use suitable electrical equipment and protect or reroute cables away from pedestrian areas.
Blocked exits	Delayed evacuation during an emergency.	Maintain suitable escape routes and keep them unobstructed.
Heating equipment	Burns, overheating or ignition of nearby materials.	Maintain suitable clearances and follow equipment safety instructions.
Installation activity	Injury from moving equipment or structural components.	Keep unauthorised people away from the installation and dismantling area.

This table is illustrative guidance only. It is not a completed risk assessment and does not establish that any particular event is safe. The actual hazards, likelihood, severity, control measures and responsible persons must be assessed for the individual site and activities.

What Information Should You Give Your Marquee Hire Company?

Clear information helps identify potential installation concerns before the event. When discussing a booking, it is useful to provide the following details:

• Site location: The full address and postcode.
• Available dimensions: The usable installation area, including known obstructions.
• Ground surface: Grass, paving, concrete or a combination.
• Site conditions: Slopes, soft ground, drainage concerns and known underground or overhead services.
• Access: Gates, narrow passages, steps and vehicle restrictions.
• Event details: Intended activities, estimated attendance and event timings.
• Additional equipment: Furniture, heating, entertainment and electrical requirements.
• Special considerations: Public attendance, accessibility needs, venue restrictions and other suppliers.

Marquee Hire Safety Throughout the Midlands

Whether you're organising a garden celebration in Sutton Coldfield, a wedding in Solihull, a corporate function in Birmingham or a community event in Coventry, the same fundamental principle applies: the risks should be assessed in relation to the actual location and activities.

We also provide marquee hire for suitable bookings in Tamworth, Lichfield, Bromsgrove, Balsall Common and Nuneaton & Hinckley, along with other Midlands locations.

Make Safety Part of the Planning, Not an Afterthought

A marquee risk assessment is most useful when it influences decisions before installation, not when it is completed simply to satisfy a paperwork requirement. The site, structure, weather, equipment and intended activities should all be considered early enough for appropriate precautions to be arranged.

For information about our marquee hire options and installation requirements, contact Midlands Marquee Hire through Contact. Provide your event date, location, proposed setup area and relevant site details so we can discuss the marquee arrangements. For complex events, organisers should seek advice from a competent health and safety professional where necessary.