As spring and summer arrive, people want to spend more time outdoors. If you have an event coming up, holding it in an outdoor setting could be a great way to provide a memorable experience. Whether it is a business event or you are planning the ultimate birthday party, holding it outdoors can have a lot to offer.
In an outdoor setting, guests can enjoy the sun and fresh air. Most outdoor venues also offer more space for people to move around and have a good time. With that said, planning an outdoor event requires significant attention to detail. One overlooked detail can cause serious problems on the day of the event.
Read this post to learn some tips for planning your outdoor event.
Find Your Venue
Everything starts with finding the right venue. To start, you need to make a list of the event’s needs and estimate the number of people you expect. From there, make a list of all the outdoor venues in the area. You need to tour these venues and consider their features to see how they will work for your event. Some might be in natural settings, and others might be in places like the parking lot of a larger event venue. Go to each venue in person and meet with their staff.
Check Local Rules and Regulations
This isn’t like throwing a party in your backyard. Larger events at venues might have all sorts of rules. You will need to investigate the local laws regarding outdoor events. For example, you might need a permit for the event. You will also need to make sure not to exceed the capacity of the venue. If you are serving food, there could be any number of rules concerning health and sanitation.
Consider the Date
The date is another key concern. When do you want to hold your outdoor event? You will obviously want to hold the event at a time when the weather is warm enough for people to be comfortable outdoors. If the event is tied to something like a birthday or holiday, you will want it to be close to the corresponding date. You may also want to consider different days of the week or holidays to ensure the availability of guests.
Plan for Weather
Weather is one of the trickiest things to manage when it comes to outdoor events. You will probably need to plan too far in advance to avoid rain if it happens on the day. Some outdoor event venues might have indoor spaces that can serve you and your guests in the event of poor weather. Another option would be to plan for event tents on the day. You could rent event tents to have on-site in case of bad weather.
Tables and Chairs
Most events will need to provide at least some seating. Even if the event is primarily for standing, people might want to sit from time to time. If it is not a sit-down event, having a few strategically placed benches might be enough. However, some events might require seating for everyone. If dining is a part of the event, you will need tables and chairs.
Depending on the event, you might need all sorts of equipment. Audio/visual equipment is a common need. You might want a PA system or large monitors. Some events might do well by hiring a DJ. Lighting and refrigeration can be an issue for some outdoor events. If it is a kids’ party, you might want equipment like bouncy houses or other entertainment pieces. Having a checklist for event equipment can help you plan.
Food and Beverage
Many events hinge on having enough food and beverage. Beverages can be even more important if the event is on a hot day. Consider whether a meal will be part of the event. If not, consider whether snacks might be a good idea. From there, you need to determine the right amount of food and beverage. This will depend on the number of guests and the amount of time people will be at the event. If you hire a caterer, they should be able to help you determine the right amount of food and beverage.
Plan Set Up and Cleaning
The event won’t come together on its own. Even if you have planned for the food, equipment, venue, and more, you need to be ready for getting everything set up. At the end, you need to have a plan for cleaning up when you are done. Some venues might have services for setting up and cleaning. If not, you will need to make a plan. You will need to coordinate times and activities with different vendors and services that may arrive.
As a final tip, you might want to consider hiring an event planner for the event. It will be especially useful if this is your first time planning an outdoor event. They can help with everything from selecting the venue to coordinating the event on the day.