Let’s look at a few things to consider if you are planning an outdoor event:
1. Keep an eye on the weather — and have a backup plan.
Because your event will be held outside, you must plan for adverse weather and watch weather forecasts as the event date approaches.
Determine your “rain day” approach ahead of time: can you quickly move your event indoors, will movable pavilions give adequate coverage, will you have tents put up rain or shine, and will you postpone or cancel your event? The results of these inquiries will influence many other planning decisions.
Know your cost obligations, insurance alternatives, and contract specifics in the case of a cancellation or damage due to severe weather; this includes equipment and venue rental, catering services, security, etc.
2. Make your visitors feel at ease.
You may occasionally host an outdoor function in a particularly suited venue for such an occasion. That’s fantastic! One of the most problematic aspects of your work is now taken care of! Otherwise, you’ve got some work ahead of you. Be sure you have plenty of shade, chairs, food, drinks, and good lighting to make your guests as comfortable as possible.
3. Confirm that your event will function in an outdoor location.
Not every event can be held outside. For example, if you’re planning a technical or engineering conference, you’d be better suited to renting a convention center. Consider your event’s fundamental function and primary objectives before committing to running an event outside. If one or two of your event’s goals can’t be met, don’t hold your event outdoors.
4. Don’t forget to bring your equipment.
Just because you’re running things outside doesn’t mean you won’t need any equipment. Running things outside makes things more complicated, but you’ll still need lights, sound systems, similar devices, and maybe a Wi-Fi connection. Your venue may supply a portable electric generator, or you may decide to purchase one.
Extension cords and duck tape are an outdoor event planner’s most excellent friend; keep routes in mind while stringing down cables, and keep power stations in mind.
5. Ensure that an appropriate location is available (and get the proper permits)
Once you’ve determined that your event may be held outside, you need to choose an appropriate location. There should be several parks and outdoor concert spaces to choose from in your city. Work with site management to determine the capacity, amenities, and activities that each outdoor facility can handle, just as you would with an indoor facility.
Once you’ve decided on a location, you’ll need to obtain the necessary permits. Failure to acquire permits will almost guarantee a result in the cancellation of your event.
Decorating a space for an outdoor event can be challenging, but with these tips, it can also be a lot of fun!