A marquee wedding gives you the site you want and a blank canvas to fill. It also makes you the venue manager. This checklist runs through the jobs in the order they usually need doing, from the first budget conversation to pack-down.
Set the budget and the timeline
- Set a budget. List every likely cost, not just the marquee. Delivery, installation, flooring, lighting, furniture, toilets and catering gear all belong on the sheet.
- Work backwards from the date. Put the big bookings first: the site, the marquee, the celebrant and the caterer.
- Settle the guest list early. The head count decides the marquee size, and the marquee size decides almost everything else.
Choose the site
- Inspect the ground. It needs to be reasonably level, well drained and big enough for the marquee plus its guy ropes. Our peg-and-pole marquees cannot go up on paving or concrete, so a paved courtyard means a free-standing marquee.
- Check access. The truck has to get the marquee in, and guests need somewhere to park that is not a bog after rain.
- Ask about permission. A private property is straightforward. Public land, reserves and some larger sites need council or landowner sign-off.
Pick the marquee
- Size. As a rule of thumb, allow about 1 sq m per seated guest, then add room for a dance floor, bar, band or buffet. The marquee page has the full size list.
- Style. Peg-and-pole for the classic wedding look, free-standing for smaller sites and paved areas. Our range runs from a 3.6 m pop-up to a 21 m peg-and-pole.
- Add-ons. Walls turn a shelter into a room, flooring keeps heels out of the grass, and festoon or fairy lights do the evening.
Hire the rest
- Furniture. Tables, chairs, bar tables, wine barrels and feature pieces like peacock chairs are all on the furniture and tableware page.
- Tableware. Glassware, crockery, cutlery and linen, hired in one lot so it all matches.
- Facilities. Guests need portable toilets, placed a sensible walk from the marquee and lit for the evening.
- Catering gear. Bain-maries, urns, a gas BBQ and a cool room for the drinks are on the catering equipment page.
- Sound and lighting. A PA for the speeches and a jukebox for later, plus the lights, from the sound and lighting page.
Book the vendors
- Caterers. Settle the menu and the service style, because a plated dinner needs more floor space than a grazing table.
- Photographer and videographer. Brief them on the site so they can plan for the light.
- Entertainment. A DJ, band or playlist, and a power plan for whichever you choose.
- Florist. Marquee poles and entrances are made for greenery.
Plan the layout
- Create zones. Give dining, dancing and lounging their own areas so guests can find their way around.
- Face the action. Seat guests so everyone can see the speeches and the first dance.
Write the run sheet
- Timeline. Ceremony, drinks, dinner, speeches, dancing, last bus.
- Vendor coordination. Confirm every delivery time and who is meeting each truck.
- Wet weather plan. Know where the ceremony moves to and who makes the call.
On the day
- Set-up. We install the marquee before the day. Walk through it once it is up and check the layout against your plan.
- Vendor arrivals. Have one person meeting deliveries so you are not doing it in your dress or suit.
- Guest management. Ask a friend to welcome and direct guests, especially on a rural block.
Start with the marquee
Get the marquee, furniture, toilets, lighting and catering gear quoted together and the rest of the plan falls into place. Tell us the date, the guest count and the site. Get a quote or Call (02) 6643 2878.
