How to weight a marquee for an outdoor event

What councils and events asked for

Each comes from the council's own page or document. The figures vary, so never assume the last event's rule applies to the next one.

#1 - Read the event's own rule first

The figure that counts is the one in the stallholder guide, exhibitor manual or event permit for that site. Where there isn't one, follow the marquee manufacturer's instructions, and go heavier if in doubt. The City of Boroondara's outdoor event guide puts it this way: anchoring should match the structure size, surface and expected weather, so "Use additional weights where there is any doubt."

Look for three things:

• The weight per leg, and whether it changes with marquee size or walls.
• Whether pegs are allowed. Several of the councils above ban them, and one cites the risk of hitting irrigation lines, so plan on weights unless the rules say otherwise.
• What paperwork they want, such as a wind rating certificate, a risk assessment or a site plan showing where the marquee goes.

#2 - Work out the total ballast

A per-leg rule soon adds up. Multiply the figure by the number of legs:

• A 3 x 3m marquee at 40kg per leg: 4 x 40kg = 160kg.
• A 3 x 6m marquee at 65kg per leg: Merri-bek counts six legs, so 6 x 65kg = 390kg.

Now compare that with the marquee itself. Our Gazebo 2 Go 3 x 3m weighs 23kg for the frame and 5kg for the roof, so 23 + 5 = 28kg in all. At 40kg per leg, the 160kg of ballast is about 5.7 times the marquee's own weight (160 / 28 = 5.7). Plan the van, the trolley and the set-up crew around it.

#3 - Find out whether your marquee has a wind rating

Some organisers set their rules around a documented wind rating. Whitehorse's 20kg and 40kg minimums are for marquees without one (rated marquees still need securing), and Merri-bek asks for certification from the manufacturer or an engineer before it accepts a stallholder's own marquee, noting that assembly instructions on their own won't do.

The NSW Government's event starter guide calls for a wind management plan with conditions for securing structures and moving people away. If your marquee has no documented rating, ask the organiser whether it can be used before booking; adding weights alone does not establish its wind performance.

#4 - Use proper weights, not makeshift ones

Whitehorse lists sandbags, steel leg weights, concrete weights or water ballast, and rules out "makeshift weights (i.e. Plastic bags or buckets filled with sand)". Whatever you use:

• Know what each weight weighs, so you can show the organiser you meet the rule.
• Fit it to every leg, not just the corners facing the wind.
• Keep it tidy. SafeWork NSW expects anchors at events to be protected against trips, impalement and traffic. Weights with a low profile and no sharp edges are easier to manage around a crowd.

You can order weighted steel base plates and sand bags as Gazebo 2 Go accessories with the marquee. Each steel base plate weighs 7kg, and each sand bag weighs 7kg when filled. A plate with three sand bags gives 28kg on a leg, above a 25kg per-leg minimum; a plate with five gives 42kg, above a 40kg minimum. Check that the organiser accepts the weights and attachment method. Meeting the weight figure alone does not establish a safe set-up. Our branded marquee buyer's guide covers frames, sizes and printed walls.

#5 - Agree the wind plan before bump-in

Decide, in writing, when walls come off, when the marquee comes down and people move away, and who makes that call. Whitehorse says to remove walls in high winds and pull the structure down where it is safe to do so. The City of Greater Geelong tells organisers to pack umbrellas and other lightweight items away "before it gets windy", and in high winds to close marquees "down on all four sides". Boroondara says that if forecast winds are likely to exceed the marquee's rating, you must postpone or cancel, or add safety measures such as removing side walls, windbreaks or extra weights. Follow the instruction for the site you're on.

Weather warnings are not a pack-down plan. Agree the action and decision-maker using the organiser's instructions and any limits supplied for the structure; act sooner if conditions worsen.

#6 - Keep checking during the event

On the organiser's side, SafeWork NSW's events guide calls for a severe-weather safety procedure that all workers are trained in, and for marquees to be inspected at regular intervals during the event (loose ropes or broken sections, for example). As the exhibitor, make it someone's job to:

• watch the Bureau of Meteorology forecast and warnings for the site through the day
• walk around the marquee at set times and after any gust, checking that every weight is still in place
• re-tension walls and straps that have worked loose
• keep cables, weights and guy ropes clear of walkways.

#7 - Know when a marquee needs a permit

Larger structures can need their own approval. In Victoria, the Building and Plumbing Commission says a tent or marquee with a floor area greater than 100m² needs an occupancy permit from the Commission before it is used for public entertainment. Its definition covers events the general public can attend, ticketed or not, and leaves out private or invite-only events and use for purposes such as retail or dining, so check with the Commission how it applies to your stand. It asks for a complete application at least 30 business days before the structure is first used. Boroondara also notes that, depending on its size and location, you may need a permit to put up a marquee. Outside Victoria, ask the council or state regulator early what approval applies.

Marquee sign-off checklist

Before the event, confirm:

• the weight per leg the event requires, and the total ballast for your marquee
• whether pegs are allowed on the site
• whether the organiser wants a wind rating certificate or other documents
• what you'll use as weights, and that each one's weight is known
• the wind trigger for removing walls and taking the marquee down, and who makes the call
• who will check the marquee during the day
• whether the marquee's size or the site needs a separate permit.

For more on running a stand outside, see our outdoor events page, or browse our branded marquees. If you're ordering a marquee for an outdoor event, add weights to the order or ask us what to include. Call 1300 240 250 or send us an enquiry.