Marquees and gazebos for events in Rome: a practical guide

In short

• In Rome rain can arrive even in May and October: an outdoor event needs a plan B decided in advance.
• Gazebos for small areas, marquees to cover guests and tables: they are not the same thing.
• Ask for certifications and a declaration of correct assembly; think about wind and ground.
• Permits depend on the place and the type of event: check with the Municipio and the venue.

A reception in a garden, a party in a farmhouse, a corporate dinner in a villa. Rome has long months when being outdoors is a pleasure. But you can't book the weather. Cover is needed as a plan B for rain, as shelter from the July sun or as a proper room in a space with no indoor area. This guide explains what to choose and what to check.

When you need cover

• Rain plan B: the venue has a garden but no room large enough for everyone.
• Shelter from the sun: an outdoor summer lunch with no trees or pergolas.
• The only space available: a lawn or outdoor area with no covered structures.
• Service areas: a bar, buffet or field kitchen that must be sheltered.

Many venues in the Roman countryside or the Castelli Romani already have a room or a permanent structure. Before hiring, ask what there is and how many guests it holds.

Gazebos, marquees, cover: the differences

The choice depends on guests, season and ground. A serious hire company carries out a site visit before proposing a solution.

The plan B: decide it in advance

A plan B is not improvised on the morning of the event. Decide it when you choose the venue. Ask:

• whether the venue has its own cover and how many guests it holds;
• whether the marquee must be put up regardless or only if it rains;
• by when the decision is made and who makes it;
• how much the booking costs even if it isn't needed in the end.

Many people choose to put it up anyway and leave it open if the weather is fine. Others book an option with confirmation a few days before. Terms vary from supplier to supplier: have them written into the contract. We also cover this in the guide to the catering contract.

Weather in Rome: what to consider

We don't give precise weather statistics, but some things are well known to people who organise events in the city:

• Spring and autumn are the most sought-after seasons and also those with the most sudden storms.
• July and August bring strong heat in the middle of the day. Under a closed marquee the temperature rises: you need side openings, ventilation or cooling.
• Winter: a structure with walls and heating is possible, but it needs power and safety checks for the heaters.
• Wind: on the hills, in the Castelli Romani, on the coast and on terraces, wind is a serious factor.

For a complete picture of heat, insects and power, read the guide to catering for outdoor events in Rome.

Safety: certifications and assembly

This is the most important part, because it concerns the guests. Ask the hire company for:

• documentation on materials, wind resistance and loads;
• the declaration of correct assembly, signed by a technician, for larger structures;
• what happens if the wind exceeds the stated limits: some structures must be closed or evacuated;
• what kind of anchoring they use on your ground (lawn, gravel, paving, terrace);
• whether the fabric of the roof and walls has a suitable fire-reaction rating.

Don't accept vague answers. If the hire company can't answer, look for another one.

Permits: what to check

The rules change depending on the place and type of event, and they can change over time. In general:

• public land (squares, streets, city parks): you need a concession to occupy public space, applied for at the relevant Municipio of Roma Capitale;
• events open to the public or with many people: safety and fitness-for-use checks may be required;
• private garden, private party: the rules are different, but building regulations, landscape restrictions or the rules of the park where the villa stands may apply;
• villas and farmhouses in protected areas (for example in the Parco dell'Appia Antica): the venue usually knows what is allowed. Ask for it in writing.

Don't treat these points as definitive. Check on the website of Roma Capitale or of the town where the event takes place, and with the hire company.

What changes for the caterer

A marquee is not just a roof. It changes the caterer's work:

• the field kitchen must be close but separate, and covered too;
• the routes between kitchen and tables must be sheltered, lit and free of obstacles;
• the power supply must be enough for lights, kitchen, music and perhaps heaters or fans;
• the floor: on a wet lawn, trolleys and heels sink. Flooring under the structure helps.

Have the caterer and the hire company do a site visit together. It is the simplest way to avoid problems on the day. For other equipment, read the guide to hiring equipment for events.

How far ahead to book and what it costs

We don't give prices: they depend on square metres, type of structure, flooring, walls, distance and days of hire. Ask for at least two quotes with the same dimensions and the same items (assembly, take-down, transport, flooring, lighting, any heating).

For the most popular dates, between May and September, it is wise to secure the structure together with the venue. Ask by when you can confirm or cancel, and with what penalties. If the marquee is only a plan B, ask whether there is an option arrangement: some hire companies offer one, others don't.

Questions to ask the caterer

• Do you often work at this venue? How do you usually handle the plan B?
• Do you need a covered kitchen? Of what size?
• How much power do you need? Who checks that it is enough for everything?
• Do you have a trusted marquee hire company?
• If it rains, do the format or timings of the service change?
• Is the route between kitchen and tables covered in the plan B as well?

And for the hire company: certifications, assembly declaration, wind limits, assembly and take-down times, cancellation terms.

To finish

Well-chosen cover keeps the event outdoors even when the sky changes its mind. Decide on it together with the venue, show it to the caterer and get everything in writing. For the full picture of the suppliers around the food, read the guide to catering extras.

If you are thinking of a wedding in a villa or a farmhouse, also read about the villa wedding in Rome and look at the wedding caterers. When you have the venue and date, request a quote and mention that the event is outdoors.

Sources

• Roma Capitale, occupation of public land and Municipio services: https://www.comune.roma.it