From music festivals to charity events and simple get-togethers, outdoor events are incredibly popular and may be the perfect strategy to entice people to attend. Planning an outdoor might be a no-brainer for the pros, but for the novice, it can be a challenging proposition, especially if you want to catapult your brand as one of the best.
A lot of variables can contribute to the event’s downfall, but with the elements below, there’s a big chance you’d avoid an expensive disaster.
- Weather Protection
Since your event is being run outside, it’s essential that you plan for inclement weather and be updated with weather reports as the big day draws near.
Make sure your outdoor tents are set up and arrange for a portable pavilion that will provide enough coverage for food, equipment, and guests. Tents and canopies are your assurance that your event will run whether rain or shine, allowing your guests to enjoy the party and the beauty of the outdoors.
- Seating Assignment
Your seating chart doesn’t have to specific or assigned to a particular person or group of people but see to it that guests can find a seat when they need to settle down, enjoy their food and drinks, and rest.
Guests will usually find ways to make themselves comfortable, but make sure that they find their way with ease. For example, elderly guests may not want to sit near speakers or the DJ table, and children shouldn’t go near glassware or any breakables.
For events that require guests to sit for most of its duration, provide additional chairs and tables in case plus ones arrive.
What’s an outdoor event without entertainment? Regardless of how formal your event is, the right music or ambiance can make any occasion more energized. Your sound equipment should be able to cover the expanse of your venue, so even those seated far can hear you or enjoy the performance of an entertainer or a speaker.
It’s also better if you set up a raised platform for each speaker/performer for guests to have an ample view. It doesn’t have to be an enormous stage, but just enough for everyone to see clearly what’s going on.
Imagine how disastrous your event will turn out if there’s no area wherein your guests can relieve themselves or wash their hands. If the outdoor venue is nowhere near a restroom, there are portable restrooms available for rent that you can set up for the comfort of your guests.
- Snack Booth/Bar
Outdoor events should have an element of fun, and people associate this word with food and drinks. Mingling is best accompanied with food and drinks — allow your guests to enjoy themselves by setting up a bar or a snack station, whether self-manning or with a bartender. For outdoor setups, position the bar away from the entrance to keep the gates free of people most of the time.
Some organizers easily dismiss lighting as one of those additional expenses, but there’s great power in it especially in setting the optimal mood for your event.
Chandeliers, indirect lights, and lighting that display patterns or changes colors should make any outdoor event more attractive and enticing. If you’re not exactly sure what to get, ask the lighting rental provider for tips and give them an idea of what your outdoor event theme is.
If you’re lucky, you might be able to chance upon a company that can offer all six elements listed above. Your guests will surely have fun, and you as the planner get to partake in all the enjoyment, too.