Outdoor events offer a unique way to enjoy the outdoors and have something different. Although they are more casual than indoor events, outdoor events can be just as easy to plan. Learn how to create an outdoor event that everyone will enjoy. Continue reading!
We cover everything you need to know about how to organize an outdoor event. You will find helpful tips and expert advice as well as some top event-planning tools to ensure everything goes smoothly.
In just a few steps, you can plan outdoor events.
1. Find the perfect outdoor venue for your event.
Any outdoor event needs to include a venue. It will make a huge difference in the logistics and overall atmosphere of the event. Are you going to an outdoor venue? If so, things should go smoothly. You’ll need to do more work to make everything run smoothly if you go to a natural setting that has less infrastructure.
You can tour the venue and begin to look for any potential needs. You might want to highlight special features, such as a lake for a backdrop or a tree for hanging lights. Note any unique features or difficulties that may be encountered at the venue. Is it windy Are you in an area with low elevations that is very wet? Are there many bugs? Take a note of any bugs you see on your tour to help you create a plan.
2. Hire a caterer.
Discuss the logistics of catering an event outdoors with your vendor. Make sure they are familiar with outdoor events. They may need to bring heat, tents, or equipment to keep the food safe and cool, depending on where they are being held. Plan out what equipment they will provide and who else is responsible.
Simple foods can be kept on hand for the duration of the event if there is no refrigerator. It’s the same with stoves and heating sources. Preparing simple dishes in advance or choosing room-temperature meals may be a good option.
3. Get the right permits
Outdoor events can require permits depending on where they are located. These permits could include food and beverage permits, zoning permits, or gathering permits to allow for appropriate numbers of participants. You should research the permits required for your area and allow enough time to apply for them before the big day. We are confident that you don’t want to make attendees leave if the event is cancelled.
4. Learn the rules.
The rules that govern outdoor events are just as important as permits. Although it may not be the most enjoyable part of the process learning about noise ordinances and fire safety codes as well as local restrictions on outdoor events is crucial. To ensure that everything is allowed, it’s a good idea to check with the police and council before you plan anything outside of the box.
5. Make sure that everyone is comfortable
Outdoor events are best attended by people who know how to make their experience enjoyable. Here are some additional boxes you should check. First, make sure you have fans and heaters ready for the night and day temperatures. Consider whether your guests will need to be able to cool down or warm up indoors in case of extreme weather or inclement weather.
The bathroom problem is also a serious issue. Determine the number of bathrooms that you will need to accommodate your guests (and add some safety). Make a plan where you will place portable toilets if they are being used. They should be easy to find, but not hidden from the rest of the area. Clear signage should be provided to show attendees where to go if indoor toilets are available.
6. Find the right equipment.
Outdoor events often require extensive equipment in order to run smoothly. Your caterers might need special equipment to heat, cool, store, and serve food. Places for your guests to sit and everything they need to eat a meal are essential. Audio/visual equipment is required for events that include music, dancing, or presentations. Outdoor events can present additional challenges, so you will need to have heaters, fans and lighting.
This may seem overwhelming but don’t panic. This is not a daunting task. You can get great advice from vendors with experience in outdoor events. To identify gaps or overlaps in equipment, keep a central list and maximize your chances of success.
7. Make sure you have the right technology and tools.
It is important to be familiar with the technology and tools that can help you plan outdoor events. Every event requires tools that maximize the success of the event.
Every event is unique, so there’s no one-size-fits all solution. Do your research. Our post on the top event management software is a good place to start.
8. Consider accessibility.
When creating your plan, remember to include people with disabilities. Access points and ramps will be needed for people with mobility issues. Signage and lighting for those with impaired vision will also be required. With accessibility in mind, walk through the venue. You should be aware of any obstacles and plan how to help people with disabilities navigate these areas.
9. Arrange setup and breakdown.
You must leave outdoor venues in the same state you found them in. You will need to plan how you want the space to be set up (and who’s going to do it?). You should plan the setup, as well as the cleaning and breakdown. You may need to remove all trash from some venues. Make sure to ask ahead.
10. Always have a backup plan.
Although outdoor events can be a lot of fun there are some things that can go wrong. Weather is the biggest. You need to plan what you will do in case it rains, snows or gets very hot or cold. It is possible to work with vendors to get equipment that can only be used in extreme weather conditions, such as furniture covers, umbrellas, and tents.
Also, you should take time to consider any other problems that might arise on the big day in order to have a backup plan. You will be able to plan for the worst and have a better event.