Renting a Professional Marquee: 5 Mistakes to Avoid

Renting and setting up a professional marquee for your event, where your guests feel welcomed and enjoy every moment, can seem complex. However, by avoiding these common mistakes, you can create a memorable event! Here, we share the 5 pitfalls to avoid to ensure a perfectly suited, safe, and functional space for your guests.

Mistake #1: Choosing the Wrong Size for the Professional Marquee

Determining the right size of the marquee is crucial! A too-small marquee will feel cramped, while a space that's too large will seem empty and cold. Consider the number of your guests, the area of the land, as well as planned installations inside the marquee: furniture, dance floor, catering area, or even spaces for technical equipment…

The size should match the atmosphere and activities you plan. Every event is unique, so take the time to assess your needs carefully. For example, a cocktail event where guests circulate won’t have the same requirements as a seated dinner.

👉 Also Read: How to Calculate the Venue Capacity for an Event?

Mistake #2: Overlooking Installation Logistics

Poorly planned installation logistics can quickly turn into a nightmare, especially if the site is hard to access or installation deadlines are tight. Anticipating installation details, transport, and dismantling is essential to ensure smooth event operations. Think about access points, terrain type, and team coordination on site.

By entrusting this task to professionals like Atawa, you benefit from tailored support. Our experienced teams handle transport, assembly, and disassembly, considering your site's specific requirements. Choosing the right provider ensures meticulous organization, so you can focus on enjoying your event on the big day.

Mistake #3: Forgetting to Check Necessary Permits

To host an event or set up a professional marquee, you often need to contact the town hall and/or prefecture well in advance to obtain the necessary permits. Requirements and timelines can vary, so it’s best to plan ahead!

• Events on Public Property (squares, streets, public parks): You must obtain a permit from the town hall or prefecture. For example, for Christmas markets or festivals, requests typically need to be submitted at least two months in advance.
• Events in Private Spaces Open to the Public: If the event is held on private land but open to the public, such as a corporate event or a trade show, check with the town hall if a permit is needed, especially if attendance exceeds 500 people.

Good to know: The town hall may require guarantees regarding emergency exits, fire safety, and public reception.

• Events Hosting Over 1,500 People: A declaration must be made to the prefecture, including information on safety, event organization, and evacuation plans. A technical sheet outlining installations, safety measures, and crowd management plans may also be required.

Other cases: If your event includes music or noise that could cause disturbances, you’ll need a noise permit from the town hall, especially if your event lasts into the night.

By handling these administrative tasks in advance, you’ll avoid unnecessary headaches and ensure the smooth running of your event.

👉 Also Read: Understand Your Event's Power Requirements

Mistake #4: Underestimating Technical and Safety Needs

Safety and guest comfort should be top priorities when renting a professional marquee. Events held in marquees often have specific requirements to ensure participant safety. For instance, planning emergency exits, fire safety regulations, and circulation plans that meet safety standards.

On the technical side, plan a reliable power supply for equipment and ensure sufficient lighting, especially for evening events, with a structure suited to the terrain conditions.

Atawa, a specialist in event infrastructure, supports you in organizing your event. Our experts provide comprehensive support for infrastructure technical and safety needs. The professional marquees are installed following precise technical standards by certified professionals, ensuring each marquee complies with safety norms and tailored solutions are provided.

Mistake #5: Not Planning a Backup Plan for Bad Weather

Last but not least: the weather! Rain, wind, cold temperatures, or extreme heat can disrupt your guests' experience if no backup plan is in place. To avoid surprises, it’s essential to prepare suitable solutions for various weather conditions.

Renting a marquee with flexible setup options (side walls, auxiliary heaters, air conditioning systems, etc.) allows quick adaptation to weather changes. Is the sun shining? Is rain threatening? With the right solutions, you’ll ensure your guests’ comfort, whatever the weather.

By avoiding the common mistakes of marquee rental, you increase the chances of a successful event. Entrusting this task to experts like Atawa offers you a turnkey service to anticipate all logistical, technical, and safety aspects while benefiting from personalized support.