Event Equipment Hire Checklist: Everything You Need for a Safe, Successful Event

Successful events depend on much more than the stage, entertainment or guest experience. Behind the scenes, the right equipment helps people work safely, keeps visitors moving and ensures the event remains operational from the first delivery through to the final collection.

What equipment does an event need?

Most events need a combination of temporary power, welfare facilities, crowd safety equipment, plant and access machinery, vehicles, ground protection and operational support.

The exact equipment will depend on:

• The size and type of event

• Expected visitor numbers

• The venue and ground conditions

• The build and breakdown programme

• Power and lighting requirements

• Vehicle and pedestrian access

• Weather conditions

• Staff and contractor requirements

This checklist provides a practical starting point. Final requirements should always be based on a site-specific assessment and appropriate professional advice.

1. Begin with the event plan and site survey

Before ordering equipment, establish how the site will operate during the build, live event and breakdown.

Record the proposed locations of stages, structures, entrances, exits, welfare facilities, generators, catering areas, production compounds and emergency routes. You should also identify where vehicles, plant and pedestrians could cross paths.

The Health and Safety Executive advises organisers to make planning proportionate to the event’s scale and risk. It also recommends defining responsibilities, assessing risks, appointing competent contractors and preparing for emergencies.

A site survey can help identify:

• Restricted or narrow access points

• Soft, sloping or uneven ground

• Overhead cables and buried services

• Generator and fuel storage locations

• Delivery and vehicle turning areas

• Emergency access requirements

• Suitable positions for temporary structures

2. Temporary power and distribution

Power requirements should be calculated before selecting generators or distribution equipment. Make a complete list of everything that needs electricity, including sound systems, lighting, catering equipment, welfare units, refrigeration, heating, communications and production facilities.

Allow for peak demand, equipment start-up loads and an appropriate contingency. Critical systems may also need a separate backup supply.

Your temporary power plan may include:

• Generators

• Distribution boards

• Suitable cabling and cable protection

• Fuel management

• Emergency power

• Lighting towers

• Backup generators

The HSE states that temporary electrical installations must be properly selected, installed and maintained. Its electrical safety guidance for events also highlights safe cable routing, environmental protection and restricting unauthorised access.

3. Accommodation and welfare facilities

Event sites need suitable facilities for the people working throughout the build, live event and breakdown. Requirements may include toilets, washing facilities, changing areas, rest spaces, site offices and accommodation.

Consider hiring:

• Portable toilets and washing facilities

• Welfare units

• Site offices

• Production cabins

• Security units

• Changing rooms

• Temporary accommodation

• Showers and drying facilities

The HSE explains that employee welfare includes washing, toilet, rest and changing facilities, plus somewhere clean to eat and drink. These facilities should be available before work begins, not added after the site build is under way. See the HSE’s employee welfare guidance.

4. Crowd safety equipment

Barriers and fencing should be selected according to their intended use. Pedestrian barriers, front-of-stage barriers, temporary fencing and controlled access systems serve different purposes and should not be treated as interchangeable.

Your crowd safety equipment could include:

• Pedestrian barriers

• Front-of-stage barriers

• Temporary perimeter fencing

• Queue management systems

• Controlled entrances and exits

• Vehicle segregation barriers

• Backstage and restricted-area fencing

The site layout should allow visitors to arrive, enter, circulate and leave safely. The HSE recommends assessing crowd movement, expected attendance, audience behaviour, ground conditions and emergency evacuation requirements when creating a crowd management plan.

5. Plant and access equipment

Stages, lighting structures, banners, temporary buildings and production equipment can require specialist machinery during installation and removal.

Depending on the project, you may need:

• Telehandlers

• Scissor lifts

• Mobile elevated work platforms

• Forklifts

• Material handling equipment

• Lighting access equipment

Equipment should be suitable for the ground conditions and operated by trained, competent people. The HSE’s work-at-height guidance for events recommends assessing the surface, weather, working height and equipment required before work begins.

6. Trackway and ground protection

Temporary trackway can protect the venue, improve access and help vehicles and machinery move around the site.

Ground protection may be needed for:

• Delivery routes

• Production compounds

• Pedestrian walkways

• Emergency access

• Parking and loading areas

• Plant operating zones

• Temporary structures

Plan trackway before heavy deliveries begin. Installing it too late may result in damaged ground, delayed vehicles and avoidable disruption.

7. Vehicles and site logistics

Events can require a mixture of utility vehicles, transport vehicles and specialist site machinery. Confirm which vehicles will be needed, where they will operate and whether they require charging, fuel, drivers or secure parking.

Vehicle planning should include:

• Delivery and collection schedules

• Loading and unloading areas

• Safe turning space

• Pedestrian segregation

• Emergency vehicle access

• Refuelling or charging arrangements

• Overnight vehicle security

8. Weather and emergency resilience

Outdoor and temporary events should be prepared for changing conditions. Rain, wind, low temperatures and extreme heat can affect structures, access routes, power equipment and welfare requirements.

Consider whether you need:

• Additional trackway

• Covered working areas

• Heating or cooling

• Weatherproof power equipment

• Lighting for access routes

• Backup power

• Recovery vehicles

• Additional welfare facilities

Open-air events may also require a suitable fire risk assessment and emergency plan. The UK Government provides specific fire safety guidance for open-air events and venues.

Questions to ask before confirming your hire

Before placing an order, ask:

• Is the equipment suitable for the site and intended use?

• Who is responsible for installation and removal?

• Are trained operators required?

• What inspections or documentation will be provided?

• When will deliveries and collections take place?

• Is fuel, servicing or on-site support included?

• What happens if the schedule or quantities change?

• Who should be contacted outside normal working hours?

Frequently asked questions