Outdoor Event Planning: A Guide to Event Equipment Rentals

Generators and power distribution equipment bring sound systems, video displays, lights, food trucks and air conditioners to life. But powering a large event requires careful planning to avoid unexpected power outages and safety issues. Below are three steps to planning generators for outdoor events.

Step 1: Calculate the event’s total power needs

Make a list of all systems, equipment and assets that will need power, including:

• AV systems (microphones, speakers, video boards)
• Food trucks and vendor booths
• Refrigerators and food storage
• Restroom trailers with running water
• Lights (stage lights, security lights, ambient lighting)
• Cooling or heating equipment
• Point-of-sale (POS) systems

Next, write down the wattage of each asset, listed on the product label. If the label lists amps and volts instead, multiply volts by amps to get wattage. For example, a 120-volt speaker that draws 2 amps uses 240 watts (120 x 2 = 240).

To calculate the total power requirements of the event, add up the wattage for all equipment, then add a safety margin of at least 20%. The safety margin provides a buffer for equipment like sound systems that require extra startup power.

Step 2: Plan for portable generators and power distribution

Carefully sizing event generators keeps the event powered while limiting fuel spending, which preserves budget for other event needs, or small splurges on “nice touches.”

Generators are rated in kilowatts (kW). To size generators for an event, convert the total power requirement from watts to kW. For example, a concert requiring 15,000 watts of energy would need at least a 15 kW generator (15,000 ÷ 1,000 = 15 kW).

Many large outdoor events require multiple generators placed strategically across the venue. Heavy-duty gear such as professional-grade AV systems, high-intensity lights and refrigeration trailers may require a three-phase generator, which delivers more power and a more reliable flow of electricity than single-phase units.

Most event planners aren’t electrical engineers. An event equipment rental partner can help them right-size generators, balance power loads and recommend where to place units for safety, efficiency and noise control. United Rentals is available to provide custom plug-and-play power packages that simplify installation and safely and reliably distribute power from one large generator to multiple assets.

Step 3: Consider a battery energy storage system

For events with sustainability goals, pairing a generator with a battery energy storage system (BESS) can reduce the event’s carbon emissions while cutting fuel consumption. The generator recharges the BESS batteries when it runs. When less power is needed, the BESS shuts off the generator and supplies power on its own.

Even greater emissions reductions come from pairing a lower-emission generator—natural gas or propane—with a BESS. These generators run quieter than diesel generators, creating a less noisy environment for guests.

The right lighting enhances event safety and enjoyment. Most large gatherings will require multiple types of event lighting rental equipment. There are three main types of portable lights to choose from.

Portable light towers

Large, open spaces require bright, far-reaching light. Portable light towers can illuminate:

• Parking lots
• Event entrances and exits
• Staging areas
• Event perimeters

Towable light towers can be moved into place behind a vehicle. Skid-mounted light towers can be relocated around the event site with a forklift.

Balloon lights

Balloon lights have inflatable fabric globes over the bulbs, which reduce shadows and glare while creating a soft, welcoming atmosphere. These lights are available on stands or carts and are often ideal for:

• Event tents
• Walkways and pathways
• Registration tables
• First aid stations
• Hospitality areas

Light stands

Light stands provide bright, focused light for spotlighting or floodlighting. They are often good choices for:

• Security checkpoints
• Stages and performance areas
• Backstage areas
• Event setup and teardown areas

Some light stands come with tripod bases that can be adjusted for uneven surfaces. Heavier, taller light stands have weighted bases designed to remain steady in windy conditions. Light stands with wheeled bases are ideal for smooth surfaces such as paved parking lots.

When the temperature is ideal, guests don’t notice it. But they certainly notice if they are hot, sweaty or shivering, which makes climate control solutions critical.

AC for outdoor events

On hot days, cooling solutions help keep guests comfortable and safe. Portable outdoor air conditioners reduce heat and humidity in enclosed or partially enclosed areas such as:

• Guest tents
• Medical tents
• VIP lounges
• Large backstage areas
• Food storage areas

As a general rule, United Rentals recommends 12,000 BTUs per 100 square feet of enclosed event space. Increase cooling capacity for crowded, sunny or partially open areas.

Spot coolers for targeted cooling

Spot coolers are smaller and less expensive than portable ACs and can be rolled to different locations as needed. They are ideal for cooling targeted areas such as:

• VIP tables
• Buffet lines
• Dance floors
• Small backstage areas
• Vendor stalls

Budget-friendly cooling fans for open areas

Cooling fans are often a good choice if the event is mostly in open air, if temperatures are warm but not extreme and if the budget is limited. They work well for large spaces such as outdoor dance floors and vendor zones, as well as for designated cooling stations.

Evaporative cooling fans actively cool the air through evaporation and work best in dry climates. Misting fans spray a fine mist that cools as it evaporates. They are ideal for gathering spaces such as entrances and seating areas, but not for zones where excess moisture could damage equipment.

Basic drum and pedestal fans don’t cool the air, but they do provide a welcome breeze.

When outdoor temperatures drop below 65°F or so, it’s time to consider event tent heaters to keep guests warm. An event heater rental company such as United Rentals can provide information on the different heater types and the best options for a particular event.

Propane heaters

Propane heaters are a popular choice for large tents because they warm spaces quickly. They must sit outside the tent, with warm air ducted in, to prevent exposure to carbon monoxide.

Electric heaters

Electric heaters are quiet and emissions-free, but they can be expensive to run. If the tent isn’t near an electrical outlet, they require a generator. Because they produce less heat than propane heaters, larger event tents will likely need multiple units.

AC units with heat

For events held in transitional seasons or in locations with large temperature changes between day and evening, planners might want to consider portable AC units with heat that can easily switch from cooling to heating.

Sizing event heaters

To size a tent heater, plan for about 20 BTUs per square foot, with adjustments of 10 to 20 BTUs depending on the outside temperature, tent material and insulation, expected number of attendees, guest attire and whether the tent will be closed or partially open. A trusted event equipment rental vendor can account for these variables and help determine the most appropriately sized heaters.

Portable restrooms may not be glamorous, but the event porta potty count can make or break a large outdoor event. Guests might leave early or spend less money on food and drink if facilities are not readily available. Having enough restrooms is key to preventing long lines and overuse that can lead to cleanliness issues.

As a general rule, United Rentals recommends this number of porta potties per person:

• For events lasting up to 4 hours: 1 toilet for every 50 guests
• For events lasting 5 to 8 hours: 2 toilets for every 50 guests
• For events lasting 9 or more hours: 3 toilets for every 50 guests

If alcohol will be served or guests will take breaks at the same time, such as during an intermission, adding 10% to 15% more toilets can improve the guest experience. Weather can also be a factor: A pleasant forecast may attract more attendees, triggering the need for more restrooms.

Types of event portable restrooms

Basic porta potties work well for many events and budgets. Standard units from United Rentals include hand sanitizer. Larger units with sinks are available, too.

For larger, high-end events, restroom trailers provide access to multiple stalls, flushable toilets and sinks with running water. Many can be outfitted with air conditioning or heat. Amenities such as mirrors, porcelain sinks and finished flooring help create a premium experience.

If the event takes place in a public space, ADA-compliant restrooms may be required. Event planners should check local requirements to ensure compliance.

The size of the portable restroom vendor matters. Older or mismatched units can give the event a less professional appearance. United Rentals maintains a large inventory and reserves the newest units for events.

Portable hand-washing stations

Portable hand-washing stations provide convenient access to running water, soap and paper towels. They work by foot pump, are easy to set up and don’t require plumbing.

Consider placing hand-washing stations next to porta potties, in high-traffic areas and near food service areas. Portable hand sanitizer stands are also available for rent.

Large-scale events need a system to control crowd flow and restrict off-limits areas. Strategically placed temporary fences and crowd control barriers support safety, help maintain orderly movement and contribute to a positive guest experience.

A temporary fence rental partner such as United Rentals can help organizers choose appropriate rentals and perform delivery, installation and removal. Types of fences and barriers include:

• Temporary fence panels: Quick to install and reposition, galvanized steel panels offer rigidity and anti-climb mesh for added security. They’re ideal for high-traffic areas or near stages where guests tend to gather. Customized fence wraps create a more polished look and provide high-visibility space for event branding while minimizing wind and dust.
• Chain link fences: These are a cost-effective choice to secure perimeters, ticket lines and backstage areas. They aren’t as aesthetically pleasing as fence panels, however, and determined intruders can climb them due to their open mesh design.
• Bike rack barricades: Lightweight and easy to deploy, bike rack barricades are useful for defining walkways and guiding the flow of pedestrians at events with minimal crowd control needs.
• Steel barricades: Heavier duty, steel crowd control barricades are effective for forming secure pathways and restricting access to sensitive zones at concerts and large gatherings.
• Jersey barriers: These barriers can secure high-risk areas and help with traffic control. Plastic versions can be filled with sand or water for added weight and stability. Concrete options offer maximum protection for events where vehicle intrusion is a concern.

For events held on lawn or turf, planners may need to take steps to preserve the ground conditions. If the ground is soft, they’ll also want to make sure guests have stable surfaces to walk on.

Ground protection mats distribute weight to protect the terrain underneath. They help prevent ruts, mud and turf damage that can lead to complaints from venues and higher post‑event restoration costs. They also create sturdy, level, non‑shifting surfaces for everything from foot traffic to vehicles and equipment.

United Rentals offers a variety of ground protection mat types to serve different purposes. The matting team can help customers determine the type and quantity needed to create:

• Pathways to tents, restrooms and concession stands for people, wheelchairs and strollers
• Parking surfaces
• Ground support for restroom trailers, large stages, VIP structures and dance floors
• Access roads for vehicles and equipment

The lightest mats can be installed by hand. Others require a forklift. The heaviest mats are installed by crane.

Concerts, festivals and sporting events rely on reliable communication among staff, vendors and first responders, especially during emergencies. Renting two-way radios, aka long-range walkie talkies, is often a wise choice. When set up properly, two-way event radios provide clear sound and a dependable signal, even in areas with weak or overloaded cellular networks. They operate on a closed loop rather than a public cellular or Wi-Fi network.

A full-service radio rental vendor can recommend radios with the right wattage, set up repeaters to help eliminate any dead zones and program the radios on appropriate frequencies with multiple channels for different teams.

Network infrastructure for larger events

Large events with hundreds of simultaneous device connections or mission-critical data needs may benefit from managed network services. These services provide secure internet, Wi-Fi and other data connectivity just for the event.

United Rentals can design and deploy temporary networks tailored to the event layout and requirements. Continuous monitoring and troubleshooting help maintain reliable operations as demand fluctuates. Applications include high-performance Wi-Fi for attendees and staff, POS payment systems, live broadcasting or streaming and event mobile apps.

This checklist is designed to help event planners and producers identify and plan for essential event infrastructure once the location and estimated guest count are set. Tasks, sequencing and timelines will vary based on the size, type, location and complexity of the event, as well as the season and local requirements. Larger or more complex events may require longer lead times, especially for permits during peak festival season.

A knowledgeable rental partner can recommend when to reserve key infrastructure. For large events, a full-service event rental company can conduct a site walk and work with the planning team to assess the venue and outline specific equipment and support needs.

12+ weeks before

• Lock down an event equipment rental partner
• Contact the local permitting office for guidance and estimated review times for permits
• Assess the site for temporary fence needs and determine approximate tent sizing
• As early as necessary, apply for required permits, including tent and fence permits (an event equipment provider may be able to help)
• Review seasonal weather patterns to establish climate control needs

8-12 weeks before

Site assessment

• Assess the terrain, entry and exit locations and parking locations
• Identify any existing onsite power and water utilities
• Determine whether and where ground protection mats will be needed for access roads, pedestrian paths and parking surfaces

Fencing and crowd control

• Map out locations for stages, tents and vendor stalls
• Determine perimeter security needs and map out locations for fences
• Plan crowd flow patterns and identify where barricades are needed

Local regulations

• Review fire code requirements for generators and heaters
• Research noise restrictions
• Confirm any restrictions on the use of heavy equipment and access times for cranes and telehandlers

Climate

• Identify areas that will need cooling, heating or both
• Calculate the square footage of spaces requiring AC or heat and the BTUs needed

Lighting

• Identify areas requiring lighting
• Determine the appropriate light types for each zone

Custom windscreens

• Order custom windscreens or fence wraps

4-8 weeks before

Power

• Coordinate with caterers, tent companies and other vendors on equipment needs
• Make a list of all equipment that will require electricity
• Determine the number, size and types of generators required
• Map placement of generators, cables and power distribution boards

Climate control

• Plan the placement of heaters and/or AC units, fans and cooling stations

Sanitation and hygiene

• Calculate the number of portable restrooms needed, including ADA-compliant units
• Determine the best mix of porta potties and restroom trailers
• Map out the placement of portable restrooms and hand-washing stations

Ground protection

• Identify areas where equipment, vehicles or heavy foot traffic will impact grass or turf
• Decide whether and where pedestrian footpaths are needed
• Determine mat types and quantities required

Communication

• Determine which teams will need radios and the number of radios required
• Plan for radio programming including separate channels for different teams
• Assess requirements for managed network services

2 to 3 weeks before

Final vendor coordination

• Verify that all equipment orders match current needs
• Confirm delivery and installation dates and times
• Provide a detailed site map to the rental provider

1-7 days before event

Final checks

• Check the forecast and adjust tent requirements and climate control plans as needed
• Assess ground conditions and review site access for delivery trucks and equipment

Installation

• Supervise installation of ground protection mats
• Supervise equipment delivery
• Supervise installation of event infrastructure (generators, toilets, fences, light towers, etc.)
• Ensure that all power, communication and lighting equipment is tested
• Confirm portable restrooms and hand-washing stations are stocked

Event day

Pre-event

• Conduct a final walkthrough to identify any gaps
• Re-check ground conditions
• Perform another power check
• Perform radio checks

During event

• Monitor power distribution equipment to prevent overloads
• Monitor restroom conditions
• Adjust lighting and climate control equipment as needed
• Monitor noise if the area has noise limits
• Maintain communication with vendor support teams and address issues immediately

Post event

• Coordinate equipment shutdown and removal
• Remove ground protection mats
• Check turf condition and perform ground repair if needed
• Document what worked well and what could be improved for future events
• Provide feedback to the equipment vendor

With so many items on an outdoor event planning checklist, managing every detail can be challenging, particularly when planning timelines are short and multiple stakeholders are involved. Working with a reliable event infrastructure partner can help event organizers simplify logistics and gain confidence that core systems will perform as expected.

Large, experienced, full-service vendors such as United Rentals offer:

A deep and broad inventory. An effective partner can supply power, climate control, lighting, fencing, restrooms, radios and more. Working with a single vendor simplifies planning and streamlines vendor calls, deliveries and pickups.

Tailored solutions. A strong partner that brings deep experience with events of different types and sizes can tailor recommendations based on factors such as location, terrain, expected crowd size and budget.

Professional installation, teardown and reliable support. Full-service vendors deliver, install, test and maintain equipment, then remove it after the event. An onsite presence during critical phases helps ensure fast response if conditions change or unexpected situations arise.

United Rentals is available as a comprehensive partner to support event organizers from the first site walk through final teardown. Its event infrastructure specialists can help identify equipment needs, design essential behind-the-scenes systems and anticipate issues before they impact the guest experience.

In addition to event infrastructure, United Rentals also offers equipment and vehicles commonly needed before, during and after an event, such as telehandlers, aerial work platforms and UTVs. 

When an event is well run, attendees enjoy themselves more, stay longer and often spend more money. With the right preparation, checklist and partners, the infrastructure behind an event disappears and the experience takes center stage.

Let United Rentals help make your large outdoor event a success. Reach out today.