Planning an outdoor event is a great way to host a large gathering, especially when you can’t find an indoor venue. Everyone from concert planners to marketing companies benefits from these types of events. Here are some planning tips to improve your outdoor event!
Find the Right Venue
Location is everything, especially when it comes to an outdoor event. You need to find a space that allows large social gatherings and can accommodate your guest list. Some locations require you to obtain specific permits and follow ordinances during the event.
This could create problems depending on the type of event. For example, if you host a concert, things are bound to get loud, so you can’t rent a venue that requires lower volumes.
Pro Tip
Guest comfort levels are also important, and outdoor events can create a hurdle. You can’t predict the weather, and extreme heat, rain, or snow could ruin the event. One way to prevent this is using a fabric building for the event. These temporary structures allow you to house large groups and provide air or heating to keep everyone comfortable.
Hire Enough Vendors
Another tip for improving your outdoor event is to take time to decide on your vendors. These workers and other site workers are vital. You should ensure you have enough food and drinks for everyone attending so nobody leaves feeling dissatisfied. Consider offering a variety of food types like vegetarian options, barbecued food, and sandwiches so everyone can find something to eat.
Set Up Early
Don’t wait until the last minute to start setting up, as this will make you feel rushed, and you may forget to do a few things. If you purchase or rent a tent, you may have to put it up several days in advance. You should also talk with vendors at least a week before the event; aim to check in with them a month before to verify the date and time.
Carefully Consider Decor
While you should still decorate the venue, you may want to take some extra time to consider what would look best when you’re outside. In a scenic location, you don’t need to rely on additional decorations because nature serves as the perfect backdrop. But if this is a company-wide event or for marketing, you may want to have flyers, a banner, or a projection of your logo.
Communicate With Guests
Finally, talk with everyone you invite before the big day to keep them on the same page about specific details. You should check in with guests if they haven’t RSVP’d by the specified date.
Sometimes, people forget to do this because of all the hustle and bustle of life, and the last thing you want is to plan for fewer people than what shows up. When everyone feels prepared for the event, it’s easier to ensure things go smoothly.
