How to Plan a Marquee Party, From Site to Showstopper

Choose a site that works on the day, not just on paper

Marquees go up in surprising places: on a sloping lawn, in a walled courtyard, across a tennis court and even over a covered swimming pool. A good marquee company will survey the site and talk you through levelling, flooring, drainage, power or generators, and access for their vehicles.

Do not stop at the tent itself. Think about how guests will arrive and leave. Is there enough parking, and is it lit after dark? Would a shuttle bus from the nearest station or hotel be kinder than asking people to navigate country lanes? Where will the toilets, catering tent and generator go so they are close enough to be practical but far enough away to stay out of sight and earshot?

Pick a date with the weather in mind

The season affects almost every choice. Clear-sided and glass marquees look stunning but can turn into greenhouses in midsummer unless you budget for cooling. In winter, an unheated marquee is uncomfortable within minutes, so heating, insulated flooring and lined walls become essential.

Guest availability matters as much as the weather. Summer Saturdays and bank holiday weekends book up early, and travel can be harder on those dates. Send save the date messages as soon as you have confirmed the site, so people can keep the evening free.

Feed your guests and your team

Catering is one of the most enjoyable parts of planning a marquee party because there are so many styles to choose from. Food trucks serving wood-fired pizza, tacos, curry or crepes give a relaxed festival feel. A hog roast or barbecue suits a summer garden. Roaming canapes work well as guests arrive, and a formal three-course dinner suits a milestone anniversary. Dessert tables, sweet carts and popcorn stands are popular extras, and a late-night snack for those still dancing at midnight is always appreciated.

Remember that your suppliers may be on site for many hours. Decor teams, production crew, security and performers will all need feeding if they are working through mealtimes, so include them in your numbers.

Let your theme guide the decor and production

A marquee is a blank canvas, which is exciting and slightly daunting. Settling on a theme early makes every other decision easier. A summer festival party suggests bunting, festoon lighting and hay bales. A black and gold 1920s look calls for art deco details and a glamorous bar. A winter wonderland needs white drapes, frosted trees and soft blue lighting.

Production companies can usually handle sound, lighting, staging, dance floors, furniture, backdrops and DJ equipment as one package. Getting one team to look after all of this reduces the number of suppliers you need to coordinate and helps the space feel finished.

Book the entertainment that makes it memorable

Once the structure is in place, entertainment is what turns a well-run party into one people talk about. Work through the evening and ask what guests will experience at each point.

• Arrival: a welcome from champagne walkers, stilt walkers or a performer in a giant martini glass.
• Drinks reception: a roaming saxophonist, acoustic duo or jazz singer, and walkabout characters to start conversations.
• A photo moment: a styled photo area or booth so guests leave with a keepsake.
• During dinner: a short stage act or aerial performance between courses.
• Activities: a workshop, games or a magician for guests who are not dancing.
• The party: a live band, a DJ or both, with a showpiece prop such as a giant mirror ball or freestanding aerial hoop.

Check the space works for performers

Entertainment in a marquee has a few specific needs. Aerial acts need either rigging points the marquee supplier has confirmed as safe or room for a freestanding rig. Stilt walkers need firm, level flooring and enough height at doorways. Bands need a stage, power and somewhere to load in. Performers also need a private area to change and rest, which in a marquee usually means a small separate tent or a room in the house.

Share your site plan and timings with your entertainment provider early. They can tell you what is realistic in your space and suggest alternatives where something will not fit.