Planning on running an outdoor event sometime soon? If so, making it go off without a hitch may be harder than you think.
As a rule of thumb, outdoor events tend to be messy to organize. From bad weather to communication breakdowns, these events come with some unique demands. This can make it difficult to manage your attendees’ expectations.
Need some advice on running events at outdoor venues? Here are 4 simple and effective tips that you should consider.
Do Your Research
Once you find the right setting for your needs, you should make sure it’s suitable. Start by contacting the local authorities and obtaining proper permits. This may include an electrical permit, alcohol use permit, temporary use permit, etc.
You’ll also need to manage the neighbors’ expectations. Consider the noise ordinance levels, conservation restrictions, and clean-up requirements. Let the residents know that you’ll look into any concerns they may have.
Consider the Logistics
With the legalities sorted, take some time to examine your venue of choice. An outdoor event must be easy to navigate, so plan the layout carefully. For larger events, consider placing an information desk for more guidance.
To get the details right, hold a planning meeting with all your vendors. Touch on factors such as parking, security, floor layouts, lighting, and power arrangements. By discussing these details in advance, the planning process will be more manageable.
Communication is one of those things that can make or break an event. Do your best to make sure that the right people will have the right information at the right time. That said, not everyone needs to know everything.
Start by briefing your onsite staff on the event itinerary and logistics. Inform them of contingency plans and keep them up to speed on any changes as they happen.
Clarify they know what’s expected of them to ensure everyone’s on the same page.
Apply the same principles to your vendors. Give them all the details involving venue access, setup times, and safety requirements.
Keep in touch with them before the event and find out whether they have any special requirements.
Have a Backup Plan
Backup plans are a key element of event management. If something goes wrong during the event, the operations must remain relatively unaffected. This could involve spare technical equipment, backup generators, portable marquees, and so on.
One of the most common issues with outdoor events is the weather. In case of rain, you may want to have access to tents or be able to move the event indoors. If you’re worried about the scorching sun, look into mobile cooling solutions.
More on Running Events at Outdoor Venues
With the above tips, running an event should be a bit easier. To get your outdoor entertaining setup to the next level, go above and beyond the standard. This can include anything from top-notch catering options to high-spec facilities.
Want to know more about running events at outdoor venues? Looking for tips on finding the best catering service for your event?
Check out our Tips section!