Overview
Hall Grove School in Bagshot was hosting its annual end of year ball, a major event in the school calendar that brings together students, families and staff for an evening celebration. As part of the event planning, a large stage was required for live bands and performers. The stage was to be constructed on the school playing field, located approximately 80 metres from the nearest roadway.
While the playing field provided an ideal open space for the event itself, access for vehicles and equipment presented a challenge. The stage structure needed to be built on site, meaning that cars, vans and small lorries carrying staging equipment, sound systems and lighting would need to reach the field safely.
To facilitate this, the school required a temporary access solution that would allow vehicles to reach the stage area without damaging the playing field. JAK Hire was asked to provide a practical and cost effective solution that would support the build up, the event itself and the breakdown afterwards.
The Challenge
Creating reliable temporary event access for schools requires careful planning, particularly when events are held on grass playing fields or other sensitive surfaces. This project presented several key challenges.
Protecting the Playing Field
The stage location was situated directly on the school’s playing field. While this area provided ample space for the event, it was not designed to support regular vehicle movements. Without protection, repeated vehicle traffic from vans and small lorries would likely have caused:
- Damage to the grass surface
- Deep wheel ruts in soft ground
- Long term impact on the usability of the playing field
Maintaining the condition of the field was an important consideration for the school.
Vehicle Access for Event Construction
The stage itself was not delivered fully assembled. Instead, the structure had to be constructed on site by event contractors. This required access for:
- Cars transporting staff and smaller equipment
- Vans delivering staging components
- Small lorries carrying larger structural elements
All of these vehicles needed a safe and stable route to reach the stage location.
Event Build Up and Breakdown
The event required access not just for the initial construction, but also for the entire event lifecycle. Access was needed during:
- The build up period while staging and equipment were installed
- The event itself
- The breakdown period once the event had finished
The temporary access solution therefore needed to remain in place for over a week.
Minimising Disruption to School Grounds
As with many school sites, the grounds are heavily used and carefully maintained. Any temporary infrastructure needed to be installed and removed efficiently so the playing field could return to normal use once the event was complete.
The Solution
JAK Hire recommended using Euromat temporary access mats to create a practical and cost effective route across the playing field. Euromat mats are particularly well suited to event environments where lighter vehicle traffic requires protection for grass or soft ground surfaces.
Quick and Efficient Installation
The Euromat system allowed the access route to be installed quickly and with minimal disruption to the school grounds. Key advantages included:
- Rapid installation of the access track
- Minimal ground preparation required
- Immediate usability once installed
This ensured that contractors could begin transporting staging equipment to the field without delay.
Stable Surface for Event Vehicles
The Euromat mats created a stable and reliable trackway across the playing field, allowing vehicles to move safely between the roadway and the stage area. The mats distributed the load of vehicles across a wider surface area, preventing wheels from sinking into the grass and protecting the turf beneath. This allowed:
- Vans delivering staging components
- Small lorries carrying equipment
- Cars used by event staff
to access the site without causing damage to the field.
Flexible Access for Event Setup
Because the mats created a defined temporary roadway, contractors were able to move equipment efficiently between the roadway and the stage area. This improved logistics during the build up phase and allowed the stage structure, sound equipment and lighting rigs to be installed safely and efficiently.
Installation Duration
The mats remained in place for just over a week, providing access throughout the entire event period. This timeframe allowed:
- Initial construction of the stage
- Final event preparations
- The event itself
- Breakdown and removal of staging equipment
Once the event had concluded and equipment had been removed, JAK Hire returned to site to uplift the matting.
The Outcome
The installation delivered a reliable temporary event access solution that allowed the school to host its end of year celebration without damaging the playing field. Once the mats were removed, the playing field was left in excellent condition and ready to be used again by the school.
Ground protection panels installed across the field at Hall Grove School to create a temporary access route.
A temporary access route over grass at Hall Grove School created with ground protection mats.
A wide view of the long distance ground protection route installed at Hall Grove School.
Ground protection mats installed across the grass at Hall Grove School to create a temporary event access route.
A ground protection trackway laid across the school grounds at Hall Grove School to support temporary access.
Customer Experience
“Hosting an event of this size meant we needed reliable access across the playing field without damaging the grass. The Euromat mats worked extremely well and allowed the stage construction to go ahead without any issues.”
“The installation was quick and straightforward, and the mats provided a safe route for all of the vehicles involved in setting up the event. Once everything was removed, the field looked exactly as it had before.”
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Temporary Event Access for Schools
If your school is planning a major event on grass playing fields or outdoor spaces, JAK Hire can provide temporary event access solutions that protect the ground while allowing vehicles and equipment to reach the site safely. From school celebrations and outdoor performances to temporary stages and event infrastructure, our trackway systems ensure reliable access without long term damage to your grounds.
Contact JAK Hire today to discuss your temporary event access requirements.