The sun is shining. The days are getting longer. Summer is right around the corner, and this weather energizes people. It calls for an outdoor event. What better place to hold an event than under the blanket of stars or the grace of the sun?
Outdoor events offer some of the most pleasurable and memorable experiences, but with it comes a horde of planning. Indeed, Mother Nature is excellent but also unpredictable. Therefore, outdoor events present a set of complications, logistical concerns, and complications. So how can you plan for both the unexpected and expected events when using an outdoor venue?
To avoid stumbles, take these outdoor event-planning guidelines to heart because you don’t want to learn them the hard way.
- Have a backup plan:
It sounds basic but planning for the worst isn’t a false move. In the past, rain dates for outdoor gatherings used to be a common practice. But due to the difficulty in managing schedules, they have fallen out of style. It may be the right time to recuperate this practice as nothing stifles the spirits of attendees than spending time outdoors getting drenched.
One approach to a backup plan is a flexible itinerary. Arrange the outdoor component for a multi-day or, for a morning event, ensure to schedule it on Day 1. Keep in mind that Nature doesn’t listen to anyone, so be prepared for the worst.
Let’s not be coy about it: people need to use the bathroom. Even if you’re not holding a 24-hour event, you need to provide tranquil access to bathroom facilities. But how?
It is always a doable idea to avail the portable restroom rental service so that your guest or attendees won’t face any trouble. But remember to book in advance and see if other huge events occur on the same days. Since there’s not an infinite stock of portaloos, huge one-off events and annual festivals will require many toilets. In addition to this, ensure there are hand wipes, bug spray, light blankets, wraps, sunblock that make your guests’ experience more comfortable.
- Select a location with outdoor and indoor venues:
The venue is a crucial part of any open-air event. It’s going to create a significant difference for the general feel and logistics of the event. If you’re considering a famous outdoor venue where events happen all the time, everything should go smoothly. On the other hand, if you’re going with something with a more “natural” setting and less infrastructure in place, you will have to work ahead to get everything in order.
Whichever venue you decide, take the time to tour it and start looking for what the place might need. Keep track of all the special features you’d like to highlight, such as a tree to hang lights or a lake to serve as a backdrop. Other than that, note any challenges or quicks related to the venue. Is it in a low-lying location that gets very wet? Is it windy? Please make sure you cross everything off the list to come up with a plan for it. Suppose you’re looking for some bright options. In that case, outstanding examples include an outdoor spot with a chalet, an auditorium, or an indoor arena. You can also reserve that space for when the weather goes bad.
- Hire a caterer:
For this one, discuss the logistics of catering to an outdoor event with your vendor and ensure they have experience running outdoor events. Depending on the venue, they may need to bring their source of heat (propane grills), equipment to keep the food safe and cool and install tents to keep out of the sun. Make a plan for which the catering company will provide items and what others will bring.
If there won’t be any refrigerators around, pick simple foods that you can put out for the duration of the event. The same goes for other heating sources. Besides that, choose room-temperature dishes for the event and prepare simple dishes ahead of time.
- Make sure the guests are comfortable:
First of all, make sure there’s ample seating for the guests. They won’t want to stand throughout the occasion, especially if they are elderly. Second, have heaters or fans available, depending on the time of the year. Additionally, make sure there is plenty of water and food for everyone, so no one leaves the party with an empty stomach.
- Check up on all regulations:
What are the noise ordinances? Every place has them. Is noise forbidden after a specific time? It will help if you also look into safety and fire codes. The latter may have restrictions on overselling advertisements, seating, and tickets. Talk to the local and state authorities, the police, and the local fire department about these laws.
- Get the right tools and technology:
One of the most essential yet often ignored steps in learning how to plan an outdoor event is acknowledging the use of technology and tools. These luxuries have a way of improving the odds. Whether that’s a virtual tour, an event diagramming solution to plan the whole thing out before it takes place, or an RSVP tool, every event demands a tool to maximize luck.
Sure, every event is different; therefore, don’t expect a one-size fit for every problem. Do your research and weigh the pros and cons of all the resources you may think can help.
- Don’t forget the equipment:
Just because you are running things outdoors does not mean you still aren’t going to require equipment. Suppose you require sound systems, lighting, or other such electronics. In that case, you might need to invest in a portable generator and extension cords. Other than that, keep paths in mind when wiring, and pay close attention to power stations.
We know this is a long list, but there’s nothing wrong with being too cautious. Right? People love to be outside, and no matter how hard you try, something unexpected always happens. But the good thing is that “something unexpected” turns into a treasured memory soon after. So what are you waiting for? Book your venue and apply these tips if you want your outdoor event to be a worry-free experience and have your guests go home with lifted spirits!