When planning an outdoor event many unique factors need to be paid attention to. Potential weather conditions, shelter options and back up plans need to be properly organized so that the event will become a memorable experience.
Investigate Possible Venue
Depending on the type of function can be a festival, Birthday Celebration, Fundraiser, or a Wedding you need to select a suitable venue that will give the proper ambiance and that can accommodate the guest or participant count. If possible, try to find a venue that provides a little indoor space as well, this will help in case of an emergency and people need to take shelter.
Pay Attention to The Weather
Once you have chosen the venue, you need to study and research the location. The climate and weather conditions of the season the occasion is supposed to be held. Which will determine the type of structure you will use, the decorations, the food menu selection will all play a role based on the climate predictions.
Be Prepared for The Emergencies
Some outdoor events depending on the venue selected might not have a direct electricity supply, therefore a reliable electricity supply needs to be sorted out to power the event till the very end. The best solution for this matter will be renting a generator for the event. For example, Aggreko on powering events can be contracted to serve this purpose. Make sure there is sufficient lighting despite the scale of the event.
Plan your logistics, social apps are so popular these days, you can share the location of the event or draw up a map on the invitation or flyer so that it would be less trouble in finding the location of the event.
Guest Comfort and Safety Is Important
Make sure not to lose focus on guest comfort. Based on the size of the function and the budget available try investing in cooling tents, especially if your event is held during warm weather. Keep plenty of water available. You could also have handheld fans available for the guest when they arrive.
If there is a possibility for rain you could prepare a customized umbrella for the guests which is a cheeky way to accepting the weather predictions. If the event is not a reserved seating type of event you could organize a couple of Rest stops for those in attendance.
For a large-scale event, hire security this is mostly needed if Alcohol is served during the event. This will cut down misbehaviour and ensure safety of all guests or participants. Visible first station to be available in case of an emergency.
At the end of the day through all the planning the goal is to hold a successful event with the highest possible guest or participant satisfaction. Planning an outdoor event takes up extra effort from renting the proper equipment to getting the proper permits. But it is all worth the effort and risk as outdoor events bring out a special effect on the entire event. Which will also help you promote your business and will stick unto the goodwill of the individual or group that organizes a successful event.