What Equipment Do You Need for an Outdoor Event? A Complete Irish Hire Guide

Outdoor events need reliable infrastructure to transform an open space into a safe, accessible and operational venue. This can include temporary power, toilets, welfare units, barriers, trackway, vehicles, access equipment and emergency support.

What equipment is needed for an outdoor event?

The equipment required will depend on the event type, audience size, location, weather and site conditions. However, most outdoor events need to consider seven essential areas:

• Ground protection and site access

• Temporary power and lighting

• Toilets, welfare and accommodation

• Crowd barriers and fencing

• Plant and access equipment

• Vehicles and site logistics

• Weather and emergency resilience

The earlier these requirements are identified, the easier it becomes to coordinate deliveries, contractors and event deadlines.

Start with the outdoor event site

Every outdoor site presents different challenges. A level urban space with established utilities will have different requirements from a rural field with limited access, soft ground and no mains power.

Irish Government guidance for outdoor activity events recommends considering the suitability of the location, access arrangements, environmental conditions and the safety requirements of participants and visitors when planning an outdoor event.

A site survey should consider:

• Ground condition and load-bearing capacity

• Gradients, drainage and flood risk

• Existing access roads and gateways

• Vehicle turning and unloading space

• Underground and overhead services

• Emergency access routes

• Available mains power and water

• Positions for temporary structures

• Neighbouring properties and noise-sensitive areas

This information will influence almost every equipment hire decision.

Ground protection and temporary trackway

Grass and soft ground can deteriorate quickly when exposed to heavy vehicles, repeated footfall or wet weather.

Temporary trackway and ground protection can provide access for:

• Delivery vehicles

• Telehandlers and lifting equipment

• Production vehicles

• Emergency services

• Catering suppliers

• Performers and crew

• Visitors and accessible routes

Trackway should be planned before the first major delivery. Waiting until the ground has already become damaged or waterlogged can cause delays and increase recovery work.

Different areas may require different systems. A heavy vehicle route will not necessarily use the same product as a pedestrian walkway or temporary compound.

Temporary power and lighting

Outdoor venues often have limited or no access to suitable mains electricity. Temporary generators and distribution systems may therefore be required for the entire site.

Power may be needed for:

• Stages, sound and production

• Event and emergency lighting

• Catering and refrigeration

• Toilets and welfare units

• Site offices and communications

• Security and CCTV

• Heating or cooling

• Charging equipment

• Medical and operational facilities

Create an equipment schedule showing the power required in each area and when it will be used. This allows the system to be designed around actual demand rather than guesswork.

The Health and Safety Authority’s guidance on electricity in the workplace highlights that electrical risks are greater in wet or damp conditions. Temporary power systems should be properly planned, protected and installed by competent people, with suitable arrangements for generators, distribution, cable routes, lighting and emergency requirements.

Toilets, welfare and accommodation

Outdoor sites need facilities for visitors, employees, contractors, performers and production teams. The scale and type of provision will vary according to attendance, operating hours and whether people remain on site overnight.

Possible requirements include:

• Portable toilets

• Accessible toilets

• Handwashing stations

• Showers

• Welfare units

• Changing and drying rooms

• Site offices

• Production cabins

• Security units

• Temporary sleeping accommodation

Visitor facilities and workforce welfare should be planned separately because their numbers, locations and servicing requirements may differ.

For employees, the Health and Safety Authority’s workplace guidance identifies sanitary and washing facilities, drinking water, rest areas and suitable meal facilities as important workplace welfare provisions.

Barriers, fencing and crowd safety

Outdoor spaces do not always have clearly defined boundaries. Barriers and fencing can help create entrances, queues, restricted areas, pedestrian routes and safe separation from vehicles or equipment.

Equipment could include:

• Pedestrian barriers

• Front-of-stage barriers

• Temporary perimeter fencing

• Backstage fencing

• Queue lanes

• Vehicle barriers

• Controlled access gates

Barrier choice should reflect the expected crowd, ground conditions, weather and purpose of the system. Ireland’s safety guidance for outdoor concerts and other outdoor musical events provides guidance on crowd safety and barrier arrangements. More complex systems, including front-of-stage barriers, should be planned and installed by competent specialists.

Barriers should support the overall crowd plan. They should not create unexpected bottlenecks, obstruct emergency routes or force pedestrians into vehicle areas.

Plant and access equipment

Outdoor event builds frequently involve working at height, moving materials and positioning equipment across large sites.

Common hire requirements include:

• Telehandlers

• Scissor lifts

• Mobile elevated work platforms

• Forklifts

• Material handling equipment

• Site vehicles

Before selecting machinery, consider the ground, working height, load, available operating space and weather. Operators must have the appropriate competence and should follow the equipment supplier’s instructions.

Access machinery may also need a designated route, exclusion zone, secure storage area and charging or refuelling plan.

Vehicles and event logistics

Vehicles can support security, maintenance, transport, production and general site operations.

Your plan may include:

• Utility vehicles

• Crew transport

• Equipment delivery vehicles

• Recovery vehicles

• Mobile lighting

• Fuel support

• Accessible transport

Separate vehicles and pedestrians wherever reasonably practicable. Clearly identify loading areas, speed restrictions, parking zones and emergency routes.

Deliveries should be coordinated so the site does not become congested during key build periods.

Preparing for outdoor weather

Weather can affect visitor comfort, power equipment, ground conditions, structures and the event programme.

Your contingency plan should consider:

• Heavy rain and waterlogged ground

• Strong winds

• Low temperatures

• Extreme heat

• Reduced visibility

• Lightning

• Delayed deliveries

• Vehicle recovery

Useful contingency equipment may include additional trackway, weatherproof distribution equipment, lighting towers, heating, cooling, covered welfare space and backup power.

Outdoor event hire checklist

Before confirming your order, check that you have considered:

• Site survey and layout

• Trackway and pedestrian routes

• Generators and power distribution

• Cable protection

• Event lighting

• Toilets and accessible facilities

• Workforce welfare

• Barriers and fencing

• Access equipment

• Site vehicles

• Accommodation and production units

• Weather contingencies

• Emergency access

• Delivery and collection times

Frequently asked questions