There are many benefits when you have to plan an outdoor event where it will mess with activities. You don’t have to worry about getting the furniture wet or a ball breaking a window when doing things inside. There are outdoor events that have a bigger venue. It means more space to spread out and play games, and you will make your event feel like an experience. But when you are planning an outdoor event, it comes with challenges. Every event will take a lot of plan, but when you are used to planning events, there are some essential things you may need to be used to. You will know some tips on your next outdoor event that can be safe and functional. Some details will depend on where you get an outdoor venue hire, but you must research some rules to add some steps and get to planning.
Get a backup plan
When planning an outdoor event, you must watch out for the weather. You don’t have to depend on the weather forecast, especially in places with unpredictable weather throughout the year. When planning an outdoor event, you must have a backup plan in case it rains or is too cold or hot. It will add a second indoor location where you can fit everyone. When you use a private venue, they can offer indoor and outdoor space when the weather is inconsistent. But your solution will be simple, like having an outdoor tent. The backup plan on your activities, event, and guest list needs, but you must have one.
Plan the right light equipment.
The venue has lights and AV support when you get an indoor event. It is the same as when you have a private outdoor forum/ but the events at public outdoor spaces don’t come with any light equipment. When you need some equipment like the speakers, you will have to provide some. And when your event is evening, you do not have to depend on the sun but ensure the lights are ready.
Make the drinks and food safe.
Outdoor events can be problematic when it comes to food and drinks. Some foods need to be warm or cool to have safe consumption. With direct sunlight and bugs, it can spoil the spread. You must ensure enough coolers and ice to keep the food at the right temperature. You can keep the food warm in insulated containers or chafing dishes. But chafing dishes have an open flame where you must check the permits and safety codes before committing to them. Drinks are more accessible, and you can keep canned in ice-filled coolers.
Make your guests comfortable.
Since the event is outside, the bathroom might need more space. It will mean that you are exposed to the weather. But you must take extra care at the event and get the proper bathroom access with services.
Ready for clean up
After the event, you must clean up everything as part of your initial plan. But there are cases where it is your responsibility. Some private venues offer clean-up services as an add-on amenity when needed. As an event planner, you will be responsible for clearing all the garbage and any signs of the event. Some cities will make a fine when you don’t clean everything thoroughly.
Outdoor events will allow every kind of event. You can host water balloon gifts and bonfires where it must be a safe distance from the guests. But it comes with considerations like pest control, local regulations, and first aid. When planning an outdoor event is your first time, you must research the city’s guidelines and give yourself some time to prepare it.