PLAN 01
Start with the menu and delivery plan
Guest numbers are useful, but they do not tell the whole story. A plated meal, several independent caterers and a drinks-led reception can need very different storage. Ask the caterer what needs refrigeration, how it will be packed and how much arrives at once.
Include early preparation and any food or drinks held after the event. If several suppliers share a room, agree their areas and delivery times. Chilled food, frozen goods and drinks may need different conditions or separate spaces; discuss the requirements rather than assuming one room suits everything.
PLAN 02
Choose the position together with the venue
Aim for a practical route between the room and preparation area while keeping guest circulation and required access clear. Think about door opening space, trolley movements and who needs to reach the room during service. Positioning should also allow ventilation and access to the refrigeration equipment.
If appearance matters because the room is visible to guests, mention that in the enquiry. Hired rooms can show normal signs of use; discussing the position and presentation early gives the team a better basis for planning. Avoid surrounding the equipment with decorations or screening without checking the necessary clearance.
PLAN 03
Check access, ground and power early
A garden, courtyard or marquee site needs a practical delivery and installation route. Modular construction can help with restricted access, but gates, steps, turns and available height still need assessment. Send pictures of the route as well as the proposed room position.
Grass or uneven ground is not automatically a barrier. Suitable sites can be packed and supported with timber to create a level, supported floor. Agree the approach for your venue in advance. Confirm the selected equipment’s electrical requirements with the venue or generator supplier, including continuous supply while goods are stored.
PLAN 04
Build a timetable with room to prepare
Plan installation before the first refrigerated delivery, allowing time for the room to reach its operating temperature. The hire may need to start before the event date if caterers are preparing early. Agree who will meet the installation team and who takes responsibility for the room during the event.
Racking can help organise catering containers, but keep enough room to load and retrieve them comfortably. After the event, arrange removal of all stock before collection and confirm when the venue can provide access. Tell us if the collection route will be affected by marquee dismantling, parked vehicles or another event.
FROM REAL INSTALLATIONS
See refrigeration planned around a working venue
The Grange Park Opera installation combines indoor and outdoor catering rooms, racking and a raised platform.
Explore the project examples →BEFORE YOU ENQUIRE
What to include in your project
You do not need every detail settled. Start with what you know and include any questions about the site or layout.
- Venue address, contact and event dates
- Caterer’s stock list, pack sizes and chilled/frozen requirements
- First delivery time and date stock will be removed
- Photos of the proposed position, ground and access route
- Power arrangements, racking needs and presentation preferences
COMMON QUESTIONS
Weddings & Events coldroom hire: your questions
What size coldroom do we need for our guest count?
Ask the caterer for the amount and packaging of stock held at the busiest point, plus delivery frequency. Guest count alone is not a reliable sizing guide. Include that information when creating your project.
Can a room go beside a marquee?
Potentially, if access, ground, power and equipment clearances are suitable. Send a site photograph or plan and coordinate the position with the marquee and catering teams.
Can we have delivery before the wedding day?
Include the first stock delivery and preparation dates when requesting hire. Installation and collection dates are agreed subject to availability and the venue’s access arrangements.
