Authorisations to install a marquee: procedures, ERP, safety

A marquee hosting more than 50 people is classified as a public-access establishment (ERP) of type CTS (Marquees, Tents and Structures). This classification triggers a set of regulatory obligations defined by the decree of 23 January 1985 as amended.

The CTS classification applies as soon as you install a demountable covered structure of more than 16 m² open to the public. The main exceptions: pop-up gazebos under 16 m², strictly private marquees with no admission of external public (for example a family event on private ground with no outside guests).

CTS sub-categories: 1st category CTS (more than 1,500 people), 2nd category (701-1,500), 3rd category (301-700), 4th category (201-300), 5th category (up to 200 people). Each sub-category has its own requirements (emergency exits, lighting, fire safety).

For uncovered structures (canopies, simple drapes, pergolas with no canvas) or for fewer than 50 people, the CTS regulation does not apply. But the planning rules and the general public-safety rules remain applicable.

Depending on the capacity, the location and the nature of the event, several authorisations may be required. Here is the exhaustive list.

Municipal declaration or authorisation: mandatory for any marquee hosting more than 50 people. Form: a simple declaration (marquee < 200 people) or prior authorisation (marquee > 200 people). Lead time: at least 30 days before the event. Documents: layout plan, safety file, organiser's attestations.

Review by the ERP safety commission: mandatory for marquees > 300 people. The commission examines the safety file, may carry out an on-site visit before opening, and issues a favourable, unfavourable or conditional opinion. Without a favourable opinion, the establishment cannot admit the public.

Prefectural authorisation (large gathering): for events > 1,500 people or presenting particular risks. Lead time: at least 6 months before. Documents: public-safety file, evacuation plan, surveillance arrangements, first-aid arrangements.

Authorisation to occupy public land: if the marquee is set up on public ground (park, square, forecourt). Application to the council, at least 60 days before. Variable cost: 50 to 500 €/day depending on the local authority.

Temporary drinks-licence authorisation: if alcohol is sold. Category 3 (wine/beer) or 4 (spirits). Lead time: 60 days.

SACEM declaration: if music is played. Lead time: 21 days.

Drone authorisation: if aerial filming is involved. Lead time: 30 days in an urban area.

The safety file is the central document. Here are the 6 documents that must be included.

Document 1: structural stability report. A document issued by an approved inspection body certifying that the structure withstands the climatic loads (wind, snow) according to the standards in force (NV65). Must be up to date (valid for 1 year).

Document 2: fire-reaction certificate for the canvas. The canvas must be M2-rated under the NF P92-503 standard (France) or B1 under the DIN 4102 standard (Germany), recognised by equivalence. The certificate is issued by the manufacturer.

Document 3: scale layout plan. A 1/100 or 1/200 scale document showing the marquee's location, the emergency exits, the service areas, accessibility for people with reduced mobility, and the distances to neighbouring buildings. It must show the exit units (UP) for egress.

Document 4: anchoring calculation suited to the ground. A document certifying that the anchoring (stakes, ballast, fixings) is suited to the nature of the ground and to the calculated loads. For hard ground (concrete, asphalt), concrete ballast of typically 750 kg/point. For soft ground (earth, grass), 80 cm steel stakes + straps.

Document 5: NF C 15-100 electrical compliance report. For all temporary electrical installations (lighting, sound, heating). Issued by a qualified electrician after inspection of the installation. Essential for the safety commission.

Document 6: evacuation and first-aid plan. A document to be displayed on site indicating the emergency exits, the fire extinguishers, the external assembly points and the BAES emergency-lighting signage (self-contained safety-lighting units).

Our B2B safety file always includes these 6 documents, plus a summary note to pass directly to your ERP commission or your legal department.

The safety commission (municipal or departmental, depending on scale) examines the file and may carry out an on-site visit before opening to the public. Here is what it checks.

Documentary compliance: the presence of the 6 documents of the safety file, dated and signed. Any missing or out-of-date document can lead to an unfavourable opinion.

Structural compliance: the general condition of the structure, the state of the canvas, the absence of significant tears or soiling, and the anchoring actually installed in line with the calculation.

Emergency exits: a sufficient number for the capacity, a minimum width of 0.90 m per exit unit, working BAES signage, and clearways free of any obstacle.

Fire safety: extinguishers present and up to date (CO2 and water spray), no combustible materials that are not M2-rated, and the distance to neighbouring buildings respected.

Electrical safety: compliant distribution boards, protected cables, an NF C 15-100 compliance report produced, and a residual-current device.

Accessibility for people with reduced mobility: access ramps, accessible toilets, signage, and manoeuvring areas.

The commission's opinion: favourable (the event can open), favourable with conditions (the event can open subject to correcting certain points), unfavourable (the event cannot open before correction and a re-visit). Plan the visit 7-10 days before the event so you have time to correct any conditions.

Four main standards underpin the safety of a marquee. Here is what they require.

NV65 standard: rules defining the climatic loads applicable to constructions. For marquees, this means calculating resistance to wind (generally 100 km/h as standard, up to 130 km/h in a reinforced configuration) and to snow (30 kg/m² in zone 1 up to 65 kg/m² in mountain zone 2C).

NF P92-503 standard: the French standard for fire reaction of materials. The M2 rating (materials that are difficult to ignite) is the minimum requirement for marquee canvas. The M1 rating (non-flammable) is even more demanding. The German B1 standard is recognised by equivalence in France.

NF C 15-100 standard: the French standard for low-voltage electrical installations. All temporary installations in a marquee must comply: distribution boards, residual-current devices, isolation, earthing. A compliance report signed by a qualified electrician.

EN 13782 standard: the European standard for temporary structures. It defines the minimum technical characteristics (permissible loads, resistance, safety in use). All our structures comply with this standard.

Note: the EN 1090-1 standard (execution of steel structures) applies to large aluminium structures. The NF EN 60598 standard applies to temporary luminaires.

The event organiser (the client) remains responsible for overall safety, even when they subcontract the marquee setup to a provider. Here are the responsibilities to know.

Administrative responsibility: filing the declarations and obtaining the necessary authorisations. Our team can take charge of this part in coordination with your legal department, but the final signature remains that of your representative.

Public-safety responsibility: ensuring guests' safety during operation. This includes: surveillance, crowd-flow management, first-aid arrangements, evacuation protocols, and risk management (weather, alcohol, crowds).

Insurance responsibility: taking out an event-organiser public-liability policy covering damage caused to third parties. A minimum cover of 10 M€ is recommended. Our service is covered by our professional liability insurance, but your organiser's liability cover remains mandatory.

Criminal liability in the event of a serious accident: in the event of a serious injury or death, the investigation will trace back to the organiser (negligence, failure to take precautions, breach of the rules). For this reason, keep your safety file and any written record of the authorisations in a safe place.

Retention of documents: keep the safety file, the authorisations, the insurance certificates and the safety commission's report for 5 years. In the event of an inspection or a dispute, these documents are the proof of your due diligence.