Common mistakes event organisers make when choosing structures

Even experienced event professionals can fall into familiar pitfalls when procuring temporary infrastructure. These mistakes usually arise from prioritising the appearance of a structure over its operational and safety requirements. Recognising these errors early can prevent stress, delays, and budget overruns.

Underestimating space and access needs

One common mistake is sizing a structure to fit only the available ground, without accounting for ancillary space.

• Working zone: Most structures require a 2–5 m perimeter to accommodate plant machinery, such as forklifts or telehandlers, and to safely accommodate guy ropes or ballast.
  Internal height: Organisers often measure floor area but forget the apex or clearance height. For example, a 4 m high LED wall requires additional height for rigging points and safety clearance above it.

UK context: CDM 2015 regulations and The Purple Guide emphasise accurate measurement for both footprint and clearance when planning temporary structures.
US context: OSHA and ESA guidelines require consideration of machinery access and load safety for all temporary installations.

Ignoring weather and ground conditions

Assuming a “temporary” structure is unaffected by its environment is a high-risk oversight.

• Sliding risk: On hardstanding or concrete, structures can shift if ballast is insufficient. Generic weight assumptions without site-specific wind calculations are a common compliance failure.
• Drainage: Placing a structure at the bottom of a slope without raised flooring can create water pooling, affecting both safety and attendee comfort.

UK context: BS EN 13782 sets requirements for wind loads and anchorage on different surfaces.
US context: ASCE 7 provides wind-load calculations, while ANSI E1.21 outlines requirements for securing temporary structures on various grounds.

Overcomplicating designs or delaying decisions

Complex modifications or last-minute structural decisions often lead to delays and compliance issues.

• Design complexity: Custom wraps or bespoke frame modifications may look impressive, but usually lack pre-tested safety certification.
• Lead-time trap: Waiting until the last minute forces organisers to choose from “available stock” rather than selecting the structure best suited to the event.
• Technical documentation: Requesting wind-loading or flame-retardancy certificates only a week before the event often triggers friction with local authorities and Safety Advisory Groups (SAGs).

How to avoid last-minute stress

The solution is a Technical-First approach. Early verification ensures the structure is fully compliant, operational, and integrated into the event plan:

1. Conduct a site survey to assess ground conditions, access, and environmental factors.
2. Confirm structural calculations, including wind, uplift, and snow loads.
3. Review fire certification and relevant safety documentation (BS EN 13501-1, NFPA 701).
4. Integrate these findings into the event design before finalising the structure selection.

UK reference: MUTA: Best Practice Guide for the Selection of Temporary Structures
US reference: Event Safety Alliance (ESA) – Guidelines for Temporary Structures

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