Anyone who’s been involved in organising an event will know that the planning process involves so many details.  But, when it comes to temporary event structures, it’s really important to plan this element properly, and early on.  Why?  To ensure everything is perfectly adjusted to your venue, and that you’ve carefully considered any limitations ahead of time.

It might sound obvious but, after all, it’s where the event will take place so leaving this to chance, or late in the day, is not recommended!  

Here we’ll guide you through all the elements to cover off, including key elements of the all important site survey, and explain why this isn’t just routine but an essential part of delivering a successful event. 

It may sound like it’s a bit ‘boring’ but a site survey is crucial.  It’s also essential to do this as early and thoroughly as possible to make sure your event both looks fantastic and is safe on the day.  (At WH Silverbacks we love conducting site surveys as we can really start to visualise what’s possible in a space before getting down to the nitty gritty detail.)  Here’s why surveys are so important.

Before working out what type of structure you want, you’ll need to see what’s possible and what’s safe.  A site survey helps you identify potential obstacles like uneven ground, overhanging trees, access issues, or limited space and discuss how they may impact what you want to do.  You’ll then be able to plan a structure that’s practical, purpose-built, and works in harmony with the venue.

A proactive discussion about these elements at the very beginning will lead to a better outcome because can actively work on effective solutions like using weights instead of ground fixings, if needed, and other workarounds.

At WH Silverbacks, we’ve been designing and installing the very best temporary event structures for some of the most renowned events with the highest of standards.  Simply put, “this is our bag.”  An initial survey is a real opportunity to see what could work, what you really want and what you really need in practical terms.  By combining all of these factors with ideas, past experiences and learnings, the end result will be one that works flawlessly within the parameters of a venue or space without a hitch.  It also gives space to push creativity when it comes to design and layout.

From working out the ideal placement to mitigate wind exposure, being mindful of drainage, to carefully considering entrance and exit points for smooth guest movement and flow, these are all things that will come out of a site survey that simply wouldn’t be the case without one.

Simply put, a professional site survey by your event structure company transforms uncertainty into confidence.  We all know that building an event can be stressful and often have a tight build schedule.  But, stress and worry shouldn’t be part of the process.  When your structure is being installed, this should be the really exciting part when you see it all come together, not the time to encounter problems you didn’t anticipate.

By surveying the site in the early stages of planning, you’ll know that your event will unfold exactly as you’ve planned in the designated space.

Before dreaming about the end result, it’s vital to answer a fundamental question: Have you measured up your space? A site survey is the single most important step to take, and at the beginning, to help you work out what’s possible and what’s not.  This is not simply about dimensions but aligning expectations with reality (and let’s not forget – safety.)

Understanding the intricacies of a space is a fundamental aspect of planning when it comes to installing a temporary event structure. Why?  Because it’ll allow you to address potential challenges before they arise (and make sure you don’t overspend during the build as a result.)

By taking specifics into account during a survey, specific characteristics and limitations of a space can be considered to make sure that the proposed structure guarantees both safety and functionality, as well as looking beautiful.  Things we’d always suggest thinking about include…

• Is the ground uneven?
• Are there limited access points or tight corners that may complicate installation?
• Are there overhanging trees or natural elements that may interfere with stability?
• Are there any sensitive areas that need to be accounted for when it comes to ground anchoring and ground stability? 
• Have you got accurate measurements?  Do you know that the structure will actually fit?
• What’s the best configuration? i.e. Where will the ropes for a stretch tent go?  (i.e. they always sit beyond the footprint of the tent canopy.)

Stability is non-negotiable for any temporary structure; from stretch tents and pagodas to truss structures and curved marquees.  

During a survey, you will be able to assess the ground type and determine the most appropriate anchoring method.  They survey can access ground type (grass, hardstanding, soil) and the most appropriate fixing method.   

Safety protocols like scanning for live power or ensuring the ground can support your spectacular dance floor should not, and cannot, be overlooked.  While this can be done on the day, we’d always suggest doing this ahead of time so solutions can be considered before you’re onsite actually  installing the structure.

The beauty of a site survey lies in its ability to help you and your supplier customise the layout and functionality of your event space in the best possible way for the outcomes you need.  Site surveys are critical in helping you form your final vision and making it a reality.  When you know what is possible, (or not) within a space, suggestions like improving the location, rotation, and factoring in all important access points, will all be covered off.

It’s an opportunity to plan for stages, kitchens, back of house areas, and much more, and ensure all power and lighting needs are met with precision.

The result is that you can be sure that the flow of your event space works for your guests, creating a positive experience for them.  They are, after all, the key stakeholder here so it needs to work so they have a positive experience on the day.

Once you’ve worked out the placement and rotation of the structure, it’s time to look at the internal layout.  If your structure needs a floor, ground level measurements can be taken at the site survey so it’s clear what is needed.  Height options can also be discussed so you can understand the height of steps and ramps that may need to be factored in too, and this can be agreed.

We’ve already outlined several technical benefits of a site survey, but they also help the working relationship between you and your supplier.  Here’s how…

Meeting your events structure team face-to-face before the actual event happens, builds a stronger working relationship. Yes, things can be done on email, but especially if you’ve not worked together before, a site survey meeting can help iron out any questions or custom requirements you have so you don’t then spend unnecessary time back and forth on email.  Undertaking a site survey really does make the whole process quicker, slicker and better for everyone involved.

Once it’s completed, your event structure provider will be in a solid position to create their RAMs to suit the designated site, making sure that the build is safe, timely, and in line with what the venue requires.  Getting the venue on board with what you want to build is an important part of the whole process too.

One of the key benefits of a site survey is the financial transparency it offers. It allows the event structure company to provide a quote based on actual requirements rather than estimations, which has a benefit to you – no unexpected costs during the build.  Naturally, events change, and we know all too well that there are often additions and customisations that happen during the planning phase.  A thorough site survey will allow you, and your supplier, to make quick decisions ahead of time when this happens, as you’ll both have detailed knowledge of the space and what you can and can’t do that works within your budget.

A detailed site survey is a cornerstone of successful event planning.  If you need help with this or don’t know where to start, we’d love to help.  

Contact our expert team today to find out more.

• Tel: 01202 096957 
• Email: info@whsilverbacks.co.uk

Useful Resources

• The Events Industry Forum (EIF) & The Purple Guide
  • EIF: A UK-based platform that publishes the Purple Guide, offering comprehensive safety guidance for outdoor events.
    • https://www.eventsindustryforum.co.uk/ 
  • The Purple Guide: The Purple Guide is designed to provide guidance for event organisers, suppliers, local authorities and others involved in the outdoor events industry.   
    • https://www.thepurpleguide.co.uk/ 
• Events Industry Council: The global voice of the business events industry, providing advocacy, research, and professional recognition.
  • • https://eventscouncil.org/