The great outdoors! It can be a place for beautiful, fun, and unique events to take place. However, they can also be a logistical nightmare if not properly planned. Here are some tips to help you plan a successful outdoor event that includes all the necessary items.
Consider comfort, logistics, and amenities
Make a plan for the right comfort and amenities for your guests. Make sure you have enough seating, tables, and other items for your guests. You’ll want to be sure that any ground with seating is level, and that if there are hills or uneven ground, that it’s handled before the day of the event.
Loading in an out of an outdoor event can be challenging. Make sure your vendors know the right path for this process during set up and tear down, and create enough clearance for everyone to get through.
Make sure to consider power – cords, refrigeration, and so on. Caterers and entertainers will need enough power to perform their services, so discuss this with them ahead of time.
Finally, make a plan for clean up. Make sure you have enough trash cans and other items to keep your event clean. Have a plan in place for how you will dispose of any trash or debris.
Look into what’s allowed
What’s permitted (or not permitted) in your area? For example, most areas have noise ordinances. Is noise prohibited after a certain time of night? You’ll want to find out and plan accordingly. You can discuss the local rules and laws with your local authority, police, or fire department.
Are you required to provide security services in certain locations? Another thing to look into!
If this is a requirement, make sure you have enough security personnel to keep your guests safe.
Have a Plan B
Outdoor events require a Plan B – and sometimes Plan C! First of all, consider the weather. Is your event covered? What about wind, even if you are covered? If you live in an area with hurricanes and/or tornadoes, what’s your plan?
Make sure you have a backup plan for inclement weather. Even if you didn’t plan to have a covered event, it can help to have a tent available to use if needed. You’ll also want to plan activities that can be done indoors if necessary.
Think about space
Plan for the right amount of space. Make sure you have enough room for all of your guests and activities. Since you’re outdoors, much of the space may not be usable. Also, you want to keep the group together, so keep this in mind when roping or fencing off the event space.
Space needs to be a consideration for seating, entertainment set ups, catering set up, and more. Since catering won’t have the same access as they would indoors, it’s imperative that you meet their setup requirements outdoors as well.
Lastly, ask yourself this question: Do you have the right hookups for catering and entertainment? Again, power is a key component to any event – outdoors or indoors – so make sure that your outdoor area can accommodate the needs of your vendors.
By following these tips, you can ensure that your outdoor event is a success. With proper planning and preparation, you can create an event that your guests will remember for years to come.
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