Marquees are a popular alternative to traditional venues, offering a great deal of flexibility. Unlike hiring a fixed venue, where many things are already included, a marquee is designed specifically for your event. While this is one of the biggest benefits, it also means the budget needs to be kept in mind from start to finish. 

When considering marquee hire costs, people often focus mainly on the marquee itself. While the structure is important, it’s only one part of the final setup. Flooring, lighting, heating, furniture, toilets, dance floors, bars and staging can all affect the overall price. Some of these extras will be essential, while others depend on the style and scale of your event.

A realistic budget should cover what your guests need to feel comfortable, what your suppliers need to work properly, and what the site itself requires. By thinking about these details early, you can avoid unexpected costs and make better decisions about where to spend your money.

Start With the Essentials 

The best way to budget for marquee hire is to start with the essentials. Before choosing decorative extras, think about what the event genuinely needs to function.

At the most basic level, your budget should cover a marquee big enough for your guest numbers and a safe installation. From there, you can start adding the items that make the marquee usable, such as flooring, lighting, heating, and toilets. This approach helps avoid overspending on visual details before the practical parts are covered. After all, a beautifully dressed marquee still needs to be warm enough and suitable for the ground it’s installed on.

When we talk through an event with a client, at BSW Marquees, we usually start by asking how the day will work. Will guests be seated for a meal? Will there be evening entertainment? Will catering staff need space behind the scenes? Will the event continue after dark? These questions help ensure you budget for key details. 

Budget for the Right Marquee Size

The size of the marquee will directly impact the quotation. However, the right size isn’t based on guests alone. You also need to consider how the space will be used. 

For instance, a seated wedding breakfast needs more space than an informal standing party. If you’re having a dance floor, buffet, band, DJ, staging, or catering area, all of these need to be included in the layout. Walkways are also important, especially if staff are serving food or guests need easy access to toilets and exits.

It can be tempting to reduce the marquee size to keep costs down, but this can create problems on the day. A marquee that’s too small will feel crowded and make the event less enjoyable. A clear guest list and a rough idea of the layout will help us recommend a size that works properly for your event and your budget.

Factor in the Location and Site Conditions

The location of your event can influence the cost more than people sometimes expect. A flat lawn with easy access is usually more straightforward than a site with uneven ground, slopes, tight entrances, or limited vehicle access. If the site is more complex, it may affect the type of marquee needed, the required flooring, and the installation time.

This is why a site visit is always beneficial. It allows our team to look at the space and advise on what’s needed before the quotation is finalised. Without this, it’s easy to miss details that could affect the final setup and your budget. 

In addition to where the marquee will be installed, consider how suppliers will access the site, where vehicles can park, where toilets or generators could be positioned, and how guests will move from arrival to the marquee. These details can all make a difference.

Decide Which Marquee Style Works Best 

Different marquee styles can affect both the look and the cost of the event. Traditional marquees are a popular choice for garden parties and countryside events because they have a classic feel. Clearspan marquees offer a more open internal layout without central poles, which may be useful for large weddings. 

The right choice shouldn’t be based on price alone. It’s important to choose a structure that works best for the location, guest numbers and event plans. This can help avoid layout issues and unnecessary changes later. For example, if you need an open space for staging, dining or dancing, a clearspan marquee makes more sense. 

Don’t Forget About Flooring

Flooring is one of the most important extras to include early in your budget. It’s not just about appearance; flooring can help create a level surface, improve safety and comfort, and make the marquee feel more like a proper event space.

For more formal events, flooring is usually worth serious consideration. It provides a stable base for tables, chairs and dance floors, and it can make the whole setup feel more polished. The amount of flooring needed will depend on the event. You might want flooring throughout the whole marquee, or you may only need it in key areas. 

This is where budgeting becomes useful. Rather than adding flooring as a vague extra, you can decide where it will make the biggest difference.

Build Lighting Into the Budget From the Start

Lighting is another extra that should be planned early, especially if the event runs into the evening. It affects how the marquee looks, but it also affects safety, visibility and comfort.

Basic lighting might be enough for a simple daytime event, but weddings, parties and evening functions usually need more thought. Chandeliers, uplighting, paper lanterns, and pole lights can all create different atmospheres. Practical lighting might also be needed around entrances, walkways, bars and other service areas.

When comparing marquee hire prices, check what lighting is included and what would need to be added separately. A quote that looks more affordable at first might not include the lighting needed for the marquee to work properly after dark.

Allow for Heating Even During Summer Months

Heating is something people can dismiss too quickly. While it might not be needed for every event, it’s worth thinking about carefully in the UK climate.

Even in the summer, evenings can get chilly. This is especially true if guests are sitting down for a meal, staying late into the evening, or attending an event in an open or exposed location. For autumn and winter events, heating is usually a key part of keeping guests comfortable. There are different heating options available, and the right option will depend on the marquee size, time of year, guest numbers and site.

If you’re trying to keep marquee hire costs down, heating can seem like an easy extra to cut. However, guest comfort is always important. If people are cold, it can affect how long they stay and how much they enjoy the event.

Include Furniture in the Budget, Not as an Afterthought

Tables and chairs can have a big effect on the final cost, especially for seated events like marquee weddings. A more informal event might only need basic seating. Whereas, a wedding might call for round tables or trestle tables, with enough chairs for every guest. 

Furniture choices can change the whole look of the marquee, but they also influence the budget. It’s useful to decide early what furniture is needed. If you’re working to a tighter budget, you might want to keep the furniture simple and spend more on flooring, heating or lighting. If the overall look is a priority, upgraded furniture may be worth allowing for from the start.

The key is to make these decisions deliberately rather than discovering late in the planning process that the furniture you want hasn’t been included.

Remember the Extras that Keep the Event Running

Some important extras are easy to forget because they’re not always visible. From generators to toilets, these can all affect how smoothly the event runs.

If your marquee is close to a house or venue, you might already have access to toilets and power. If the event is in a field, a large garden, or a remote site, you might need portable toilets and a generator. Catering teams, bars, entertainers and lighting may also have specific power requirements that need to be taken into account.

These practical extras should be discussed early because they can affect the overall layout, as well as your quote. They are unavoidable expenses that help keep your event running smoothly behind the scenes. 

Compare Quotes Carefully

When comparing marquee hire prices, make sure you’re comparing the same level of service and equipment. One quote might seem cheaper at first, but it might not include flooring, lighting, heating, toilets, or furniture. 

A good quote should make it clear exactly what’s included, what’s an optional extra, and what else might want to be added at a later date. If anything is unclear, it’s always worth asking. This helps avoid surprises later and gives you better control over your budget. 

At BSW Marquees, we always recommend looking at value rather than price alone. The cheapest quote isn’t always the best option if it doesn’t include important extras or account for the practical needs of the site.

Plan Your Marquee Budget With BSW Marquees

If you’re starting to plan a marquee event, our experienced team can help you work out what you need and what should be included in your budget. We can talk through your event location, guest numbers, and the practical extras that may make the biggest difference to your day.

From flooring, lighting and heating to staging, furniture, and decorative items, we can help you design a complete setup that is practical, comfortable, and suited to the occasion. We will also make it clear which items are essential and which extras can be added depending on your plans and budget, and we pride ourselves on our transparency. 

Rather than guessing marquee hire costs, speak to us, and we can guide you through the options. We can arrange a site visit, answer your questions and provide a clear quotation. So get in touch with BSW Marquees today to start planning your marquee event with confidence.