The events that feel magical, and really get people talking are often the ones that are a little bit creative and unusual. The evenings that stretch late into the night, talking shop, exchanging theories and methods – and hopefully business cards.
When it comes to outdoor events, there are very few limitations. Many events take months of planning, and outdoor events are no different.
Here are 4 tips for planning an outdoor event:
Weather
You can plan an event for a year, and suddenly the rain hits. Although most events will be scheduled over the late spring, summer and late fall there are no guarantees. The chances are you wouldn’t place a bet on the weather going your way, so don’t take a risk when it comes to your event. Hiring an outdoor space that has an indoor venue available is one way to protect your event from terrible weather, but can be costly.
However, hiring the right gazebo solutions should mean they will be weighted and weatherproof to some extent.
Equipment
When it comes to setting up, things like product launches, photo booths, and live music will need to be ready long before guests arrive. It is best if you arrange to have the keys to the location from the night before, or that you have the ability to set up as early as possible ahead of the event.
Make sure that you have checked out the wide range of generators available for running lights, and any other electricals.
Comfort
Outdoor events are unfortunately well known for not being the most comfortable, and in some cases, not have the most basic of things. Toilets should be non-negotiable, but the amount that you have can have a significant impact on your guests as the day goes on. Portable toilet hire is a great idea to ensure you have this covered.
If your event is taking play during the day, there is a high chance that you might get unwanted visitors in the shape of wasps, flies and mosquitos. Citronella candles are the ideal way to add a little atmosphere and deter many little pests that might cause issues with your guests. If you have sold 90 tickets, it would be a good idea to have around 110 seats. This makes sure that if guests bring extra, or even your staff will have somewhere to sit on their breaks, or if a chair is faulty – you’re covered.
Suitability
This should be top of the list when it comes to your event. You need to make sure that the vision that you have for your event is possible. If you have the budget to be able to get precisely what you want then go for it, but most often you will need to prepare for some careful planning and other ways to maximise your spend on the vision you have. The thing about parking spaces, access, and safety.
In the end, take all of the right measures to make sure that your guests have the best time at the event. Health and safety, comfort and contingency.
