AirXpress Hire provides cooling equipment for outdoor events and temporary venues, including evaporative coolers, portable air conditioners, industrial fans, misting fans and packaged air conditioning units. The right option depends on venue layout, weather, humidity, crowd size, ventilation and available power. Each type of equipment has different applications and operating requirements.
Keeping guests and staff comfortable during an outdoor event can be challenging, particularly during warmer months. Marquees, festivals, temporary function rooms and event workspaces all have different cooling requirements.
An open-sided venue may benefit from evaporative cooling or increased airflow, while an enclosed function room may need refrigerated air conditioning. Choosing equipment based on the venue layout and weather conditions is more useful than simply selecting the unit with the highest cooling capacity.
Hiring provides a flexible way to arrange temporary cooling without installing permanent systems. However, the equipment needs to suit the space, available utilities and expected number of attendees.
1. Evaporative Coolers for Open and Well-Ventilated Venues
Evaporative coolers use water evaporation to lower the temperature of incoming air. A fan draws warm air through water-saturated cooling pads, then circulates the cooled air into the surrounding space.
These units can suit open-sided marquees, outdoor entertaining areas, temporary event spaces and other locations with good ventilation. They work best when fresh air can enter and warmer, moisture-laden air can escape.
Humidity is an important factor. Evaporative cooling generally performs better in hot, dry conditions because the air can absorb more moisture. In humid weather, the cooling effect may be limited. The ASHRAE Handbook’s explanation of evaporative cooling discusses how entering air conditions affect system performance.
Before hiring an evaporative cooler, consider:
- Venue ventilation: The space needs enough airflow for warmer air to escape.
- Water access: Check whether the unit requires manual tank filling or a continuous water connection.
- Humidity: High outdoor humidity can reduce cooling effectiveness.
- Airflow coverage: Position units so cooled air reaches occupied areas without being blocked by temporary walls or equipment.
For larger event spaces, both equipment capacity and airflow distribution matter. AirXpress Hire offers large evaporative coolers for hire for commercial cooling applications.
2. Portable Air Conditioners for Enclosed Event Spaces
Portable air conditioners provide refrigerated cooling for defined areas. They use a refrigeration cycle to remove heat from the air, but the extracted heat must be discharged outside the space being cooled.
These units can suit enclosed function rooms, temporary offices, backstage areas, registration rooms and equipment spaces. They may also provide supplementary cooling where a central system cannot meet demand.
However, portable air conditioning is not automatically suitable for fully open outdoor events. Cooled air quickly mixes with the surrounding environment, making it difficult to maintain a consistent temperature. The unit also needs a suitable route for exhausting hot air.
Before selecting a portable air conditioner, check:
- Room dimensions: Cooling capacity must match the area being conditioned.
- Heat load: Attendees, lighting, catering equipment and electronics can increase cooling demand.
- Exhaust arrangements: Hot air needs a suitable discharge route.
- Electrical supply: Confirm voltage, current and connection requirements.
- Condensate management: Check how the unit collects or removes moisture.
AirXpress Hire offers a range of portable air conditioners with different capacities and configurations. The appropriate option depends on the room size and site conditions, not simply the unit’s advertised capacity.
The differences between these two cooling methods are worth considering when choosing equipment for a temporary venue. Our comparison of portable air conditioners and evaporative coolers explains how ventilation, humidity and space requirements affect the choice.
3. Industrial Cooling Fans for Large Event Areas
Industrial cooling fans move air across a space, improving circulation and creating airflow around people and equipment. They do not operate like refrigerated air conditioners and do not independently lower the temperature of the air.
They can be useful in large marquees, exhibition areas, outdoor gatherings, temporary workspaces and event support zones. Their main advantage is providing airflow across occupied areas without requiring a refrigerated cooling system.
Different fan styles suit different layouts. Pedestal fans can be positioned around seating areas or workstations, while larger drum fans provide stronger directional airflow in open spaces.
When arranging cooling fans, consider:
- Airflow direction: Direct airflow towards occupied areas without disturbing food preparation or sensitive equipment.
- Fan positioning: Keep units clear of walkways, entrances and emergency exits.
- Noise: Consider operating noise around speeches, presentations and performances.
- Electrical access: Check power connections and cable routes.
- Weather exposure: Follow the equipment’s operating requirements and protect electrical connections from moisture.
The US Environmental Protection Agency’s advice on extreme heat makes an important distinction: portable electric fans move air rather than cool it. Their suitability should therefore be considered alongside the actual temperature and environmental conditions.
AirXpress Hire provides industrial cooling fans in different sizes for temporary event and workplace applications.
4. Misting Fans for Exposed Outdoor Areas
Misting fans combine moving air with fine water droplets. The fan distributes the mist into the surrounding air, where evaporation can provide a cooling effect under suitable conditions.
They are commonly considered for festival spaces, outdoor dining areas, sporting events, queues and open-air functions. However, their effectiveness depends on the weather and how the equipment is positioned.
Hot, dry conditions generally provide better opportunities for evaporation. In humid weather, water droplets may evaporate less effectively. Wind can also carry mist away from the intended area.
Before hiring misting fans, consider:
- Humidity: High moisture levels can limit the cooling benefit.
- Wind direction: Wind may carry mist away from seating and gathering areas.
- Water supply: Check tank capacity, refill requirements or continuous water access.
- Surface moisture: Avoid creating slippery walkways or wet seating areas.
- Nearby equipment: Keep electrical connections and moisture-sensitive equipment in mind.
The World Health Organization’s individual cooling strategies resource notes that misting fans can lower air temperatures in hot, dry conditions, but should be used in well-ventilated or outdoor areas.
Misting fans are not a direct replacement for air conditioning in enclosed rooms. They are better suited to outdoor locations where additional moisture can disperse without creating an uncomfortable environment.
For more information on managing heat in temporary event structures, read our article on cooling options for marquee events, which covers portable air coolers, misting systems and ventilation fans.
5. Packaged Air Conditioning Units for Larger Temporary Venues
Packaged air conditioning units provide refrigerated cooling at a larger scale than typical portable spot coolers. They are designed for applications requiring greater cooling capacity and controlled air distribution across larger spaces.
These units may suit temporary halls, large event structures, exhibition venues and other substantial spaces where smaller portable units may not provide enough capacity. Depending on the setup, cooled air can be distributed through suitable ducting or air delivery arrangements.
Packaged units require more planning than smaller portable equipment. Their physical size, electrical demand and installation requirements should be assessed before the event.
Important considerations include:
- Cooling load: Required capacity depends on venue dimensions, occupancy, heat-producing equipment and external conditions.
- Air distribution: Ducting and outlet placement need to deliver conditioned air to occupied areas.
- Electrical supply: Larger units may require dedicated three-phase electrical connections and hard-wired installation.
- Positioning: Allow sufficient space for equipment, airflow and installation access.
- Noise and operation: Consider the equipment’s location in relation to audiences and neighbouring properties.
AirXpress Hire offers packaged air conditioning units for hire with cooling capacities ranging from 56kW to 193kW.
These capacities make packaged units worth considering for larger temporary cooling projects. However, their suitability depends on the venue’s cooling load, available infrastructure and installation requirements.
Which Cooling Equipment Fits Your Event Setup?
The most suitable option depends on the type of space, environmental conditions and how cooling needs to be distributed. This comparison provides a starting point when assessing different event layouts.
| Event setup | Equipment to consider | Main factor |
| Open-air gathering | Misting fans or cooling fans | Weather and humidity |
| Open-sided marquee | Evaporative coolers or cooling fans | Ventilation and airflow |
| Enclosed function room | Portable air conditioners | Exhaust and room capacity |
| Large temporary venue | Packaged air conditioning units | Cooling load and distribution |
| Backstage or support room | Portable air conditioners | Targeted cooling |
This table is a general starting point rather than a fixed equipment specification. An open-sided marquee has different requirements from an enclosed structure with limited ventilation.
Similarly, a large venue may need a combination of equipment types to provide suitable conditions across separate areas.
What to Assess Before Hiring Cooling Equipment
Choosing equipment based only on venue size can lead to an unsuitable setup. A few practical checks can help event organisers make a more informed decision.
1. Venue Dimensions and Layout
Measure the area that needs cooling and identify enclosed rooms, open sections, entrances and high-traffic areas. Temporary partitions and marquee walls can affect airflow and cooling distribution.
2. Expected Attendance and Occupancy
The number of people using a space influences its heat load. A crowded function room may need a different cooling arrangement from a lightly occupied exhibition area of similar size.
3. Weather and Humidity
Check expected temperatures, humidity, wind and direct sunlight. These conditions are particularly important when considering evaporative coolers and misting fans.
4. Available Electricity and Water
Confirm the electrical supply before selecting equipment. Larger packaged units may have substantial power requirements, while evaporative and misting equipment may need a reliable water supply.
5. Equipment Placement and Safety
Allow sufficient space around units and keep cables away from walkways. Equipment should not obstruct exits, emergency access or accessible routes. Outdoor electrical equipment also needs appropriate protection from rain and moisture.
6. Hire Duration and Delivery Arrangements
Confirm event dates, setup schedules, access restrictions and collection arrangements. Larger equipment may require additional time and suitable access for delivery and installation.
For larger or more complex venues, discuss the layout and site requirements with the equipment provider before confirming a hire.
FAQs
What cooling equipment is best for an outdoor event?
It depends on the weather and venue layout. Misting fans may suit hot, dry outdoor areas, while cooling fans improve air movement. Evaporative coolers can work well in open, ventilated spaces where humidity is not too high.
Can cooling equipment be used inside marquees?
Yes, but the suitable equipment depends on whether the marquee is open-sided or enclosed. Evaporative coolers need adequate ventilation, while portable air conditioners require suitable exhaust arrangements.
How do I estimate the number of cooling units needed?
Start with venue dimensions, expected attendance, ceiling height, heat-producing equipment and available airflow. The required quantity also depends on each unit’s capacity and coverage. A site assessment can help determine a suitable arrangement.
What should I check before hiring event cooling equipment?
Check cooling capacity, electrical requirements, water access, exhaust arrangements, equipment placement and delivery access. Also consider weather exposure, cable management and venue restrictions.
Can different cooling equipment types be used together?
Yes. Different equipment can address separate areas of the same event. For example, packaged air conditioning may serve an enclosed main venue while fans improve airflow in open sections. The combination should suit the venue layout and environmental conditions.
Final Thoughts
Choosing the right cooling equipment for outdoor events and temporary venues depends on the space, weather, humidity and number of attendees. Evaporative coolers, portable air conditioners, industrial fans, misting fans and packaged units each serve different cooling requirements.
Before hiring, consider venue layout, ventilation, electrical supply, water access and equipment capacity. Matching these factors to your event helps ensure a more practical cooling arrangement.
AirXpress Hire offers a range of cooling equipment for temporary venues and events, with options to suit different site conditions and hire requirements.
Planning cooling for an outdoor event, marquee or temporary venue? Contact AirXpress Hire on 0451663033 to discuss your venue layout, event dates and equipment requirements. The team can help identify suitable options based on your site conditions and intended use.
