Gazebo Hire

1. Planning & Permissions

• Confirm event date, time, and location

• Check if permission is needed from the council or landowner

• Apply for any necessary licenses (e.g. Temporary Event Notice)

• Notify local residents if required

2. Gazebo & Equipment Booking

• Book gazebos, tables, chairs, and other equipment

• Confirm delivery/pick-up arrangements

• Check size and number of gazebos needed

• Ensure weights/sandbags are included for safety

3. Health & Safety

• Conduct a risk assessment

• Plan for adverse weather
(e.g. wind, rain)

• Ensure gazebos are securely anchored

• First aid kit on site

• Assign a safety lead/contact person

4. Volunteers & Staffing

• Recruit volunteers or staff for setup, stewarding, and pack-down

• Brief team on roles and responsibilities

• Provide high-vis vests if needed

5. Promotion & Community Engagement

• Create flyers, posters, or social media posts

• Share event details with local networks and groups

• Include accessibility info (e.g. step-free access, quiet zones)

6. On-the-Day Setup

• Arrive early for setup

• Check gazebo stability and layout

• Set up signage and information points

• Ensure power sources (if needed) are safe and tested

7. During the Event

• Welcome attendees and provide information

• Monitor gazebo safety throughout the day

• Keep the area tidy and accessible

• Capture photos or feedback (with consent)

8. Pack Down &
Follow-Up

• Safely dismantle and return equipment

• Leave the site clean and litter-free

• Thank volunteers and attendees

• Share photos or outcomes with your community

• Reflect on what worked well and what could improve