The outdoors hold endless possibilities for event planning. It can create unique opportunities in large parks, as well as providing space for barbeques and organised sports. Best of all, wonderful weather energises people. However, outdoor events present a whole new set of challenges, complications and logistical concerns. To aid you with your next outdoor event, we’ve collated our top 5 factors to consider when facing the elements.
Is your event suited to an outdoor setting?
What sort of event are you going to be holding? Consider whether your event is wholly suited to an outdoor setting. For example, if you’re wanting to run a technology conference, this is probably best suited to an indoor venue with powerpoints, plugs and shelter. However, if you want to host a gorgeous, outdoor birthday bash, an outdoor setting would do just marvellously. Before committing to running an event outside, consider the core function and main objectives of your event.
Do you have the proper permits?
Now that you’ve decided to run your event outside, you need to consider whether you will require a permit. Even parks, outdoor concert halls and fields will be governed by a local council, so make sure that you check with local communities and governments in case you need a permit. Exactly as you would with an indoor facility, work with site management and understand the capacity, amenities and activities each outdoor facility can properly handle.
Pay attention to the weather, and have a backup plan
It is absolutely crucial that you pay close attention to historical weather records, such as temperature, wind and rain. Even so, the weather can turn on you at the last minute, so it’s imperative that you have a solid backup plan in place. A great, affordable way to still host your event outside whilst being shielded from the nasty elements is to hire a marquee. As well as this, it’s a smart idea to know your cost liabilities, insurance options and contract details in the event that inclement weather leads to cancellation or damages; this relates to equipment and venue rental, catering services, security, etc.
Don’t forget about the extra equipment
Because you’re hosting an event outside, you will most likely need to bring all the necessary equipment with you. This can mean chairs, tables, glasses, food, drinks, speakers, music system – whatever you need to make your event great. Outdoor event hack: extension cords, duct tape and synch cords are an outdoor event planner’s best friend. As well as this, it’s essential to keep walkways in mind when laying down wires, and always pay attention to power stations.
Keep your guests comfortable
Because you’re going to be out in the elements, it’s important that you cater to your guests accordingly. Are you going to be holding your event in the height of summer? If so, ensure an adequate number of fans and shade is available. Also, make sure there are more than enough amenities such as chairs, tables, toilets and sanitation facilities. For the safety and well-being of your guests, also ensure that there enough hydration and food, so people to go thirsty or hungry!