Summer is a busy time of year for local shows, fetes and community events. These events often rely on outdoor space, which can create a brilliant atmosphere, but it also means organisers need to be prepared for the unpredictable British weather.

Marquees can be a great option for public events, providing more than just shelter. They can help organise the site, improve visitor flow, protect equipment, provide stallholders with a dedicated space, and create comfortable areas for people to gather. They are commonly used for events such as the Essex Young Farmers Show and the Brightlingsea Food & Drink Festival, where outdoor spaces are completely transformed into unforgettable event spaces. 

When arranging marquee hire for a public event, it’s worth considering the whole site rather than one single structure. The best setup should support how people will move through the event, how suppliers will work behind the scenes, and how the space will cope if the weather changes.

Start With the Type of Event You’re Planning

Before choosing marquee sizes or layouts, it’s useful to think about the type of event you’re organising. A village fete, agricultural show, food festival, school event, or charity fundraiser might all need different marquee arrangements.

For example, a fete might need several smaller marquees for stalls, refreshments, games and first aid. A food and drink festival might need larger covered areas for serving, seating and trader stands. A local show might need marquees for judging areas, display spaces, visitor seating and general welfare facilities.

Thinking about the event type first makes the rest of the planning much easier. It helps you decide how many marquees are needed, where to install them, and what each one should include. Instead of simply hiring a marquee for shelter, you can plan a setup that supports the event properly from start to finish.

Decide What Each Marquee Needs to Do

Each marquee should have a clear purpose, and a marquee for trader stalls will have different requirements from a first aid point, food area, or covered seating space.

Trader marquees need to be accessible, visible and easy for visitors to browse. They should be positioned where there is good footfall, but not so tightly packed that people can’t stop and look without blocking the main walkways. Stallholders might also need room for display tables, extra stock, card machines or small equipment.

Food and drink areas usually need more space than people first expect. In addition to the service space, you might need room for queues, waste bins, staff access and nearby seating. If power, water access, refrigeration or catering equipment are required, these details should be discussed early so the layout can be planned properly.

First aid and admin spaces are also important. A first aid marquee should be clearly signposted and easy to access, but not placed in the middle of the busiest entertainment area. People often need a quieter space to receive help, and first aid staff need room to move around safely. An admin marquee can be useful for event organisers, stewards and volunteers. It can provide a base for coordination, especially for larger events. 

By giving each marquee a clear purpose, you can use the space more efficiently and avoid adding structures without a practical reason.

Plan the Layout Around Visitor Flow

A good event layout should be simple to navigate. Visitors should arrive on-site, know where to go next, and find key areas without needing to ask for directions every few minutes.

When planning your site, think about the route people are likely to take. Where will they enter? Will there be a ticket point or welcome area? Where are the main attractions, food areas, toilets and seating? Are there any areas where queues are likely to form?

Marquees can help create a natural flow, but safety and signage should also be built into the layout. Walkways need to be wide enough for the number of visitors you’re expecting, entrances and exits should be clear, and key areas such as first aid, toilets, information points and exits should be easy to identify.

It’s also worth considering queues, especially near food vendors, toilets, ticket points, or popular stalls. If those queues block main routes, the event can quickly feel crowded. Marquees should be positioned to help visitors move around comfortably and find what they need, ensuring the whole event will run much more smoothly.

Check the Ground Conditions Before the Setup

Ground conditions can affect where marquees can and can’t be installed, what type of structure is suitable, and if flooring is needed. Many community events take place on village greens, sports fields, school grounds, recreation areas or farmland, and these sites can vary a lot.

Flat, firm ground is usually easiest to work with, whereas uneven, sloping or soft ground might need extra consideration. If there has been heavy rain, areas that looked suitable during planning can become difficult. So, when looking at the site, think about:

• Which areas are most stable and level
• Where water collects when it rains
• How vehicles will access the site for setup
• Where visitors will walk during the event
• Which areas may become muddy with heavy use

A site visit can help identify these points before the marquee plan is finalised. It’s much better to deal with ground conditions early than to discover problems during installation.

Make Access Easy for Setup, Traders and Emergency Routes

Access is just as important as the marquees themselves. The event site needs to work before visitors arrive, during the event, and when everything is being packed away.

During setup, marquees, furniture, toilets, generators and other equipment will need to be delivered. Traders and caterers might also need vehicle access to unload stock, equipment, food, drinks or displays. Once the event is open, some of these same areas then need to become pedestrian routes, emergency access points or service routes.

Clear planning helps avoid confusion. It’s useful to decide where vehicles can unload, where they should park afterwards, which routes need to stay clear, and how staff or volunteers will manage movement around the site.

Emergency access should also be considered carefully. First aid teams, stewards and emergency vehicles should be able to move through the site without being blocked by marquees. This is especially important at public events.

Prepare for Weather Protection and Guest Comfort

One of the main reasons people hire marquees for events is to protect against unpredictable UK weather. A marquee can provide shade on a hot day and shelter from rain, helping visitors stay comfortable. It can also help protect displays, products, food, and equipment if the weather changes unexpectedly.

Think carefully about which areas need the most protection. Traders’ stands, food and drink zones, seating areas, and first-aid points are usually top priorities. These are usually where people spend most of their time. 

Depending on the time of year and the style of the event, you might also want to consider side walls, window sections, flooring or heating. Open-sided marquees can work well for relaxed summer events, but more enclosed structures are often better suited for cooler temperatures.

Covered seating can also make a big difference. Visitors often appreciate having somewhere to sit, rest, or wait for entertainment. Seating near food and drink areas is usually useful, while a central covered space can become a natural meeting point for the event.

Think About Power, Lighting and Practical Extras

Even if your event takes place during the day, power is usually still needed. Caterers, traders, music systems, PA equipment, card machines, refrigeration, and first aid points all have electrical requirements. If mains power is unavailable or unsuitable, a generator might be required. This should be planned early because it can affect where marquees are positioned.

Lighting is also worth considering for events that run into the evening or use large enclosed marquees. It can make walkways safer, help traders continue operating, and make seating or refreshment areas feel more welcoming. When using a marquee hire service, it’s helpful to list every area that may need power, lighting or heating. This makes it easier to plan the layout and avoid last-minute changes.

Other practical extras might also be needed, including furniture, flooring, staging, tables, chairs and bar units. These details might not always be the first things organisers think about, but they can have a big impact on how well the event works on the day.

Plan a Local Event With BSW Marquees

If you’re organising a local show, fete, festival or community event, speak to our team at BSW Marquees, and we can help you plan the right marquee setup from the start. We will consider the unique needs of your site, your visitor numbers, and the type of undercover space you need, then recommend a practical layout that supports how your event will run.

At BSW Marquees, we can also help you think through the important extras, including furniture, flooring, lighting, staging, toilets and generators. This means you can plan your event with confidence, knowing nothing important is missed and improving the visitor experience. Get in touch with us today to discuss your local event and arrange a marquee hire setup that works.