Temporary structures are a familiar part of festivals, corporate functions, exhibitions, markets and outdoor celebrations.
Marquees provide shelter, stages accommodate performances and temporary platforms create usable space where permanent facilities are unavailable.
Because these installations are designed to be removed after an event, it can be tempting to regard them as less complicated than permanent construction.
However, temporary does not mean free from safety or compliance obligations.
Structures used by the public must be suitable for their intended purpose, installed correctly and able to withstand the conditions reasonably expected during the event.
The requirements can also extend beyond the structure itself.
Fire safety, electrical installations, emergency access, crowd movement and local authority approvals may all influence whether an event can proceed safely.
Organisers should address these matters before equipment arrives on site.
Understand What Counts as a Temporary Event Structure
Temporary event structures include more than large tents.
Depending on the event, they may include marquees, stages, viewing platforms, grandstands, exhibition structures, temporary walkways and supporting frameworks for lighting or sound equipment.
Each installation has different risks.
A small shelter used by a handful of staff does not present the same structural demands as a raised platform carrying performers and heavy equipment.
Similarly, a marquee accommodating seated guests has different requirements from an open-sided structure used for storage.
The first step is to identify every temporary structure planned for the event and understand its intended use.
This provides a basis for determining which technical assessments, approvals and safety measures may be required.
Check the Applicable Local Requirements
Event approval requirements vary according to location, event size, activities and the structures being installed.
In South Africa, municipal by-laws, building control requirements, fire safety provisions and event-specific conditions may all be relevant.
Certain events may also fall within the scope of the Safety at Sports and Recreational Events Act and associated requirements.
Do not assume that an approval process followed in one municipality will be identical in another.
Contact the relevant local authority early to establish what applications, plans and supporting documents are required.
The organiser should also confirm whether the venue has existing permissions or conditions that affect temporary installations.
Early clarification helps prevent a situation where equipment is booked but the necessary approvals remain outstanding.
Appoint Competent Suppliers and Professionals
Temporary structures should be supplied and installed by people with suitable experience and competence.
Ask providers about the types of installations they regularly undertake.
A company experienced in small event tents may not necessarily be equipped to install large stages or complex suspended structures.
For installations requiring structural assessment or certification, confirm that appropriately registered and competent professionals are involved.
Responsibilities should be clear.
The supplier may be responsible for equipment and installation, while a professional engineer may need to assess specific structural aspects.
The event organiser remains responsible for coordinating the overall event requirements and confirming that necessary documentation has been obtained.
Confirm the Structure's Intended Capacity
A temporary structure must be suitable for the loads it is expected to carry.
These may include people, furniture, equipment, lighting, sound systems and other installed items.
For raised platforms and grandstands, the number and movement of occupants can be particularly important.
Ask the supplier to confirm the intended capacity and any operating restrictions.
Do not assume that a platform can safely accommodate additional equipment simply because there appears to be sufficient space.
Changes to the event layout may affect the loading conditions.
Capacity information should be communicated to the people managing the structure during the event.
Assess the Ground and Installation Area
The condition of the installation site can influence structural safety.
Temporary structures may be erected on grass, compacted soil, paving, concrete or other surfaces.
Ground bearing capacity, slope, drainage and underground services can affect the installation method.
Anchoring arrangements must be suitable for the site and the structure.
A system designed for ground stakes may not be appropriate where underground utilities or hard surfaces prevent their use.
Alternative ballast or anchoring methods require proper assessment.
Before installation, confirm that the supplier has considered the actual site conditions rather than relying on a standard arrangement that may not be suitable.
Plan for Wind and Weather Conditions
Outdoor temporary structures are exposed to changing weather.
Wind is a particularly important consideration for marquees, temporary roofs, staging systems and structures carrying banners or screens.
Rain can also affect ground conditions, drainage and the safe use of electrical equipment.
Ask the supplier about the structure's design limitations and any weather-related operating restrictions.
The event plan should establish who monitors conditions and who has authority to suspend activities or evacuate an area if necessary.
Do not rely on informal judgement when technical limits have been specified.
Weather arrangements should be agreed upon before the event begins, especially during seasons when strong winds or storms are possible.
Check Structural Drawings and Certification
Depending on the type and scale of installation, structural drawings, calculations, certificates or professional sign-off may be required.
Confirm the documentation needed for the particular event and jurisdiction.
Documents should correspond with the structure actually installed.
A certificate for a standard configuration may not automatically cover modifications, additional equipment or a different anchoring arrangement.
If the installation changes, the responsible professional may need to reassess it.
Organisers should keep relevant records available for inspection by the appropriate authorities.
Documentation is useful only when it accurately reflects the completed installation.
Coordinate Fire Safety Requirements
Temporary structures can affect how fire risks are managed at an event.
The materials used, number of occupants, layout and activities taking place inside the structure may influence the precautions required.
Cooking equipment, generators, electrical systems and decorative materials can introduce additional hazards.
Consult the relevant fire safety requirements and the local authority where necessary.
Confirm whether fire extinguishers, emergency lighting, signage or other measures are required.
Exits must remain accessible and suitable for the intended occupancy.
Fire safety planning should consider the complete event layout rather than each structure in isolation.
Provide Safe Entrances and Exits
Guests need to enter and leave temporary structures safely.
Entrances should accommodate expected movement without creating unnecessary bottlenecks.
Raised floors and platforms may require appropriate steps, ramps, handrails or edge protection.
Accessible routes should be considered from the beginning.
For larger structures, emergency exit arrangements are particularly important.
The number, position and width of exits must meet the applicable requirements for the intended use.
Exits should not be blocked by furniture, equipment or temporary storage.
The layout approved before the event should be maintained during operation.
Include Electrical Safety in the Plan
Temporary event structures often contain electrical installations.
Lighting, sound equipment, refrigeration, catering equipment and presentation systems may all require power.
Temporary distribution boards, cables and generators need appropriate installation and protection.
Electrical work should be carried out by suitably qualified people, with the required inspection and certification where applicable.
Cable routes should not create trip hazards or expose equipment to unnecessary damage.
Outdoor installations require particular attention to moisture and weather exposure.
Electrical safety should be coordinated with the structure supplier and event technical team before the public enters the site.
Consider Crowd Movement Around Structures
Compliance does not end at the structure's entrance.
Temporary installations influence how people move through an event site.
A stage may attract large crowds.
A marquee may create queues at entrances.
Exhibition stands can narrow circulation routes if their positions are not coordinated.
Assess how these activities affect nearby walkways, emergency access and other facilities.
Crowd management measures should reflect the expected attendance and event format.
For larger events, specialist planning may be necessary.
A structurally sound installation can still create safety problems if its position causes congestion or obstructs essential routes.
Keep Emergency Access Clear
Emergency vehicles and response personnel may need access to different parts of an event site.
Temporary structures, fencing, delivery vehicles and equipment should not obstruct designated emergency routes.
Confirm access requirements during site planning.
Consider how emergency personnel would reach a structure if an incident occurred.
The event team should also know where emergency equipment, assembly areas and key access points are located.
Changes made during setup should be checked against the approved site layout.
A convenient position for a supplier's vehicle or storage container should not take priority over emergency access.
Inspect Structures Before Guests Arrive
A completed installation should be checked before it is placed into use.
The appropriate inspection process depends on the structure and applicable requirements.
Checks may include anchoring, connections, bracing, flooring, access arrangements and any additional equipment attached to the structure.
Where professional inspection or certification is required, it should be completed by the responsible competent person.
The organiser should confirm that outstanding defects have been addressed before opening the area.
A visual check by event staff does not replace a required technical inspection.
Final approval to use a structure should follow the applicable process rather than being assumed once installation is finished.
Manage Changes During the Event
Temporary event layouts sometimes change at short notice.
Additional banners may be attached to a structure, equipment may be moved onto a platform or furniture arrangements may be altered.
These changes can affect loads, circulation and emergency access.
Establish a process for approving modifications.
The people managing the event should understand which changes require consultation with the structure supplier or responsible professional.
Unauthorised alterations should not be treated as minor simply because they are temporary.
The structure must continue to operate within its assessed conditions throughout the event.
Plan Safe Dismantling and Site Handover
The end of an event does not remove the need for safe working arrangements.
Dismantling may involve lifting equipment, working at height, vehicle movement and handling heavy components.
Guests and unauthorised personnel should be kept away from active dismantling areas.
The supplier should follow an appropriate sequence for removing equipment and structural components.
Site access and delivery arrangements should be coordinated to prevent unnecessary conflicts.
After removal, the organiser should check whether the site requires reinstatement or repairs.
Safe dismantling and proper site handover form part of the overall event responsibility.
Final Thoughts
Temporary event structures may remain in place for only a short period, but their safety requirements deserve the same careful attention as other built environments used by the public.
Start by identifying the structures required and confirming the approvals that apply to the event.
Appoint competent suppliers, assess the installation site and establish appropriate structural documentation.
Consider weather conditions, fire precautions, electrical safety, accessibility and emergency access before finalising the layout.
Ensure that required inspections are completed before guests arrive and that changes during the event are properly controlled.
Compliance should not be treated as paperwork completed at the last minute.
It is a practical process that helps organisers, suppliers and professionals understand their responsibilities and manage foreseeable risks.
When temporary structures are planned, installed and operated responsibly, they can support successful events without compromising the safety of the people who use them.