Outdoor events in the UK require more planning than indoor ones. This checklist covers equipment, weather contingencies, power supply, welfare facilities and everything else you need for a successful outdoor event.
Outdoor events in the UK require more planning than indoor ones. This checklist covers equipment, weather contingencies, power supply, welfare facilities and everything else you need for a successful outdoor event.
Outdoor events in England and Wales demand a wet-weather plan before anything else. July remains no exception. Securing the right outdoor event planning hire equipment dictates the success of your site layout. The checklist below covers shelter, seating, power, welfare facilities, and the quantities that trip organisers up most often.
For any outdoor gathering with more than 30 guests, a covered area for all attendees remains mandatory. At minimum, you need somewhere guests can move to if the weather turns during the proceedings. For weddings and sit-down meals, assume you need full cover from the start.
Marquee sizing guide:
For smaller events, large gazebo hire options or connected canopy systems work well. For anything above 50 guests, a proper marquee gives you more control over layout, lighting, and weather protection.
Browse our outdoor event hire, chair hire, and table hire ranges for outdoor-suitable options.
| Item | Per guest rule | 100 guests | 200 guests | Notes |
|---|---|---|---|---|
| Chairs | 1 per guest + 5% | 105 | 210 | Allow extras for ceremony, bar stools, etc. |
| Tables (6ft trestle) | 1 per 8 guests | 13 | 25 | Add 2-3 for bar, catering, gifts |
| Patio heaters | 1 per 12 guests | 9 | 17 | Group near seating, not spread around the perimeter |
| Parasols (3m) | 1 per 20 guests | 5 | 10 | For lounge and drinks areas |
| Waste bins | 1 per 25 guests | 4 | 8 | Plus recycling separation if required |
| Water glasses | 2 per guest | 200 | 400 | People put glasses down and pick up new ones |
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 when 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.
Have a named person responsible for the weather call. Set a decision point, typically 48 hours before the event, at which you confirm your move to plan B. This might involve pulling down parasols, putting up extra side panels, or moving the reception inside. A clear decision point prevents last-minute panic and means suppliers and staff receive their briefings in time.
Brief all staff on the contingency plan before the event, not during it.
Browse our outdoor hire range for furniture, heaters, and parasols, or see the full hire catalogue for everything from glassware to catering equipment.
Every order includes a free minor damage waiver, covering accidental scratches and breakages. You pay no security deposit on standard orders, and delivery starts from £40 ex-VAT, based on road distance from our nearest depot. For catering items, our "Send It Back Dirty" service means you return crockery, glassware, and cutlery unwashed.
Venues outside our standard delivery zone can use our sister site Expo Direct, which sells outdoor furniture outright and ships to Scotland too.
Prices and live stock levels display directly on the site. Add your required items to the basket and confirm your dates online.
Choose from our vast range of catering hire, furniture hire and exhibition hire products. Select from the categories listed below or use our great search function above.
