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Complete Event Requirements Checklist for a Successful Occasion
Stage Hire Checklist
Our stage hire services are tailored to help you host exceptional events. With a detailed event requirements checklist, we ensure every detail is covered, from stage size to power supply and technical setup. Whether you’re planning a concert, a corporate event, or a community gathering, our expertise guarantees a flawless experience. Utilize our event requirements checklist to make your event planning seamless and successful. Contact us today to learn more!
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What stage to pick?
Picking the right stage size
​​When hiring a stage, it’s important to select the right size to suit both your performers and your venue. The right choice ensures a smooth performance, a safe setup, and a better experience for your audience.
Performers and Equipment
If the stage is going to be used by a band, consider how much space they’ll need not just for the performers themselves, but also for their instruments and sound equipment. A larger band or group typically requires a wider stage area with extra depth for comfort and mobility.
Visibility and Layout
For events with larger groups on stage, such as choirs and bands it may be beneficial to add stage decks at different heights. This creates a tiered effect, making it easier for the audience to see everyone. When using raised platforms, ensure there’s adequate space for safe movement, and consider whether additional safety rails are required.
Weather and Seasonal Factors
Outdoor events in the UK must always account for the weather. Our mobile stages include rear and side coverings, with the front open. In heavy rain, performers may need to move further back on the stage for shelter. When choosing your stage size, consider leaving enough space for this contingency.
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Venue & Site Planning Access Routes
Accessing Site​
Can vehicles deliver the stage to your location? The sizes of our stages are listed on our website. Let us know of any narrow streets, gates, around the chosen location.
Ground Surface
The ground should be as flat as possible. When assembled on grass, the stage can compensate for minor variations in the surface.
Space Required
Enough clearance for stage size + safety zones. There needs to be around four meters clearances around the sides of the stage to prevent trip hazards and people to move around with equipment.
Power Supply
Confirm whether your venue can provide sufficient power or if you’ll need to hire a generator. Our stages are often paired with large PA speaker systems to ensure your audience can clearly hear, along with event lighting to create a spectacular atmosphere. Together, these can require a significant amount of power.
We can advise on:
How much power your event needs
The safest and most efficient way to deliver it
Whether a generator hire is more practical than relying on long cable runs
Also consider the distance between the stage and the power source. Running power over long distances requires larger, more specialised cables and connectors. In many cases, hiring a generator positioned closer to the stage is safer, more reliable, and cost effective.
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Technical Setup
Sound System (PA Hire)
Complete your stage hire with a professional PA system so your audience can clearly hear every speech, announcement, or live music performance.
PA Systems for Different Event Types
Speech-focused events
A simpler sound system is often all that’s required, using less power while ensuring speeches and announcements are clear and professional.
Live music events
A more advanced PA system provides greater depth and clarity, delivering crisp vocals and balanced sound across all instruments.
Guest Bands & Performers
If you’re hosting guest bands, they usually bring their own instruments but will expect to connect into the event PA system. It’s important to check whether they require a sound engineer on-site or if they are comfortable managing their own setup.
Wireless Microphones & Flexibility
For maximum flexibility, consider adding wireless radio microphones to your hire package. These give performers or speakers the freedom to move around the stage without being restricted by cables. Guest bands often bring their own microphones, but these may not always be available for general event use.
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Lighting transforms the look and feel of any event.
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Daytime events
Lighting may be minimal, but during winter months, a few bright white lights help remove shadows and ensure faces are clearly visible.
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Evening or dusk events
A standard stage wash guarantees performers can be seen, while coloured lighting adds atmosphere and enhances performances.
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Special effects
Moving lights, colour washes, and haze (smoke) machines create dramatic visual effects, giving your event a professional finish.
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Keep in mind that most bands and performers do not provide their own lighting engineer. Effective lighting needs to be managed during the event, so consider hiring one for the best results.
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Power Distribution
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Often overlooked but essential, power distribution ensures all your equipment runs safely and smoothly.
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Power can be supplied from a nearby building or generator.
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Distribution units split the feed between PA systems, lighting, stage equipment, and band gear.
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The number of sockets required can quickly add up, planning ahead avoids last-minute issues.
Safe, reliable distribution is critical to keep your event running without interruptions.
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Safety Checks
Stages bring together a lot of moving parts, cables, steps, equipment, and open edges. Safety should always come first.
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Once the stage is built, make sure everyone reads and the safety guidelines.
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Be mindful of weather conditions: wind can affect raised structures, while rain can make steps and surfaces slippery.
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Ensure cables are securely taped or covered to avoid trip hazards
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Crew & Support
Engineers
Our experienced crew handle the setup and operation of sound, lighting, and staging, ensuring everything runs safely and smoothly.
For large sound systems, a dedicated engineer is usually required throughout the event to maintain sound quality and protect the equipment.
When using dynamic or advanced lighting, a lighting engineer will manage the controls to deliver the right effects at the right moments.
Setup & Dismantle Times
Allow for at least 60–90 minutes (depending on stage size).
On-Site Support
Crew available during the event for adjustments or troubleshooting.
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Contingency Planning
Weather Plan
Outdoor events always come with the risk of unpredictable weather, so planning ahead is essential.
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Wind Assessments – Stages, truss structures, and banners must be safely secured and regularly monitored, especially on windy days. High winds can affect stage stability and even force temporary pauses in performances.
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Safety Barriers – If your event is outdoors, barriers help protect both the audience and performers by keeping clear boundaries around the stage and equipment.
A solid weather plan ensures your event can continue safely, whatever the conditions.
Emergency Plan
Every event should have clear procedures in case of emergencies. This keeps your audience, performers, and staff safe.
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Clear Exit Routes
All emergency routes should be signposted, accessible, and free from obstructions should the emergency services be required.
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Fire Safety
Fire extinguishers, safe cabling, and adherence to fire regulations protect against potential hazards.
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Communication
A clear chain of command ensures staff and crew know exactly what to do if an emergency arises.
Preparing these measures in advance means you can respond quickly and confidently if something unexpected happens.
Insurance
Insurance is a vital part of event planning and stage hire. It protects both organisers and attendees.
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Public Liability Insurance
Covers you in case of accidents or injuries involving the audience.
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Equipment Cover
Ensures that expensive sound, lighting, and staging equipment is protected against damage or loss.
With insurance in place, you can focus on delivering a great event, knowing you’re protected.