Outdoor Event Planning Checklist

Outdoor events in England and Wales require a wet-weather plan before anything else. July is not an exception. The checklist below covers everything from shelter and seating to power, welfare facilities, and the quantities that trip people up most often.

Start with shelter

For any outdoor event with more than 30 guests, a covered area for all attendees is not optional. At minimum, you need somewhere guests can move to if the weather turns during the event. For weddings and sit-down meals, assume full cover is required from the start.

Marquee sizing guide:

• Seated dinner: allow 1 sqm per person plus 20-25% for a catering area, bar, and any stage or dance floor
• Standing reception: 0.7 sqm per person as a minimum
• Mixed seated and standing: 0.85 sqm per person

For smaller events, large gazebos or connected canopy systems work well. For anything above 50 guests, a proper marquee gives you more control over layout, lighting, and weather protection.

The master checklist

Shelter and shade

• Marquee or gazebo sized to cover all guests
• Groundsheet or matting for the marquee floor, especially on grass
• Parasols or umbrellas for lounge and drinks areas outside the main marquee
• Side panels for wind and rain (most marquees have these as add-ons)

Seating and tables

• Tables suitable for outdoor surfaces (folding trestle tables and beer benches both work on grass)
• Chairs with rubber foot pads or wider bases — narrow 4-leg chairs dig into soft ground
• Tablecloth weights or clips for any tables in exposed areas
• A hard surface under the bar and catering areas if the ground is likely to be soft

Browse our outdoor furniture hire and chair hire and table hire ranges for outdoor-suitable options.

Power

• Generator or confirmed mains extension if on-site power is not available or adequate
• All electrical equipment PAT tested before the event
• Cable covers or matting over any cables crossing walkways
• Patio heaters for evening events — plan one per 10-15 guests near seating areas
• Fuel supply confirmed if running a generator or gas patio heaters

Catering area

• Covered prep area for the catering team, separate from guest areas
• Wind breaks around any open burners, BBQs, or induction hobs
• Additional staff for outdoor service — food cools faster than indoors, service needs to move quickly
• Ice supply at 30% more than you would order indoors (melts significantly faster in sun or warm weather)
• Waste bins and bag changes planned for during the event, not just at the end

Welfare facilities

• Toilets: minimum 1 per 50 guests for events under 4 hours; 1 per 35 guests for full-day events
• Separate facilities for catering staff if numbers allow
• Handwashing stations adjacent to toilet facilities
• First aid kit in an accessible location known to all staff

Lighting

• Festoon lights or LED string lights for any evening event
• Path lighting for uneven ground, steps, or areas guests will walk after dark
• Battery-powered options if mains power is not available across the full site

Ground and access

• Visit the site after rain to assess ground conditions before you commit to a layout
• Confirmed delivery vehicle access: width, weight limit, and turning space for collection
• Matting or flooring for the marquee entrance, catering area, and any heavily trafficked routes

Equipment quantities by guest count

Booking and delivery timeline

For summer events (May to September), book hire equipment at least 4 to 6 weeks ahead. Popular weekends in July and August book out significantly earlier, particularly for marquee packages, large furniture quantities, and outdoor heaters.

Allow a full morning for delivery and setup if you are receiving multiple hire orders. For larger events, request morning delivery and plan for a 4 to 6 hour setup window before guests arrive.

Confirm delivery vehicle access requirements with the hire company before the event. A large marquee delivery may require a 7.5 tonne vehicle; some rural and residential venues need advanced notice or alternative access arrangements.

Weather contingency

Have a named person responsible for the weather call. Set a decision point — typically 48 hours before the event — at which you confirm whether you are moving to plan B (pulling down parasols, putting up extra side panels, moving the reception inside). A clear decision point prevents last-minute panic and means suppliers and staff can be briefed in time.

Brief all staff on the contingency plan before the event, not during it.

Plan your outdoor event

Browse our outdoor hire range for furniture, heaters, and parasols, or see the full hire catalogue for everything from glassware to catering equipment.

If you are outside our delivery area in England and Wales, our sister site Expo Direct sells outdoor furniture outright and ships to Scotland too.