YOUR YEAR-END EVENT CHECKLIST: MARQUEES, FURNITURE, LIGHTING AND MORE

Planning a successful year-end function can feel like juggling a dozen moving parts. While the décor, entertainment and catering often grab the spotlight, the truth is that infrastructure is the foundation of every seamless corporate event. Without the right marquees, lighting, flooring, furniture and accessories, even the most creative event plan can fall flat.

This year-end event checklist is designed to help event planners and marketers make sure nothing slips through the cracks – so you can create an unforgettable celebration that runs smoothly from start to finish.

1. MARQUEES AND TEMPORARY STRUCTURES

The first step is choosing the right marquee or temporary structure for your event. Whether you’re hosting a glamorous corporate gala, a casual outdoor party, or a hybrid indoor-outdoor function, the tent sets the tone. Consider using:

Clear span marquees for large, open spaces without obstructive poles.
Snow peak marquees as a modern and sophisticated option.
Stretch or Bedouin tents for a relaxed, summer vibe.

Your venue might not always provide enough covered space, especially for bigger groups. By hiring a marquee, you ensure weather protection and flexibility, no matter where your event takes place. Always check the wind rating and permits required for temporary structures in South Africa.

2. EVENT FLOORING AND STAGING

When planning a corporate year-end event, flooring is more than just aesthetics – it’s about safety and accessibility too.

Temporary event flooring keeps high-traffic areas neat, stable and mud-free.
Staging creates a focal point for entertainment, speeches or awards.
Ramp access ensures inclusivity and compliance with accessibility standards.

Whether it’s an outdoor lawn or an indoor hall, the right flooring and stage hire prevents logistical headaches and enhances your guests’ experience.

3. EVENT LIGHTING HIRE

Lighting is one of the most powerful tools in an event planner’s arsenal. It transforms a plain marquee into a glowing, festive atmosphere and ensures visibility throughout the evening. Options to consider include:

Ambient lighting to set the mood.
Stage lighting for performers or keynote speakers.
Decorative lighting such as fairy lights or uplighters to add flair.

For summer events, lighting also extends the celebration into the evening hours without compromising on safety or ambience.

4. EVENT FURNITURE RENTAL

Make a lasting impression at your year-end event with GL events South Africa’s wide range of stylish and functional furniture rental options, designed to create the perfect atmosphere for dining, lounging, networking and celebration. Our furniture rental portfolio includes:

Elegant banquet tables and chairs for formal dinners
Comfortable lounge furniture for networking and relaxation
Stylish high-top tables for cocktail areas
Delivery, setup, and removal included for a hassle-free experience
Flexible options to suit any event size or style.

The right furniture ensures your guests are comfortable and your event looks polished and professional.

5. EVENT ACCESSORIES FOR HIRE/strong>

Sometimes it’s the little details that make the biggest impact. Consider a range of event accessories for hire to ensure your year-end event runs smoothly and looks spectacular, such as:

Bar counters and catering stations to keep service efficient and organised
Cooling or heating solutions to maintain guest comfort in summer or chilly evenings
Lighting and décor elements to create the perfect ambiance
Branding elements such as reusable fabric graphics, signage, or promotional displays

These accessories may seem secondary, but combined they elevate your event from ordinary to unforgettable.

6. LOGISTICS AND COMPLIANCE

Behind the scenes, logistics can make or break an event. Your checklist should include:

Health and safety compliance: all structures need to meet South African safety standards.
Load-in and load-out planning: rigging, transport, and timelines must be coordinated.
Power and connectivity: don’t forget backup generators, cabling, and charging stations.

Working with an experienced infrastructure provider ensures that compliance is covered – giving you peace of mind to focus on the creative side of your event.

WHY YOUR YEAR-END EVENT CHECKLIST MATTERS

Year-end events are more than just parties – they are opportunities for businesses to celebrate achievements, reward employees and strengthen relationships. By investing in the right infrastructure, you create an environment where guests feel comfortable, engaged and inspired.

PARTNER WITH GL EVENTS SOUTH AFRICA

From marquees and temporary structures to event lighting hire, furniture rental and event accessories for hire, GL events South Africa provides everything you need to bring your year-end function to life.

With decades of experience in delivering world-class event infrastructure, we help event planners and marketers tick every box on their year-end event infrastructure checklist – ensuring your function is not only stress-free but truly unforgettable.

Contact GL events South Africa today to discuss your year-end function requirements and let us help you build the perfect setting for your celebration.

Call Us: 011 210 2500
Email: [email protected].