Planning outdoor events is far more challenging than planning indoor ones. Many factors such as the weather, ordinances and pests can cause issues and, in the worst case, event cancellation. Therefore, to avoid these issues and stay on track with everything that needs to be done, you have to stay organized throughout the planning process. Here are things you must consider when planning an outdoor event!
The tricky thing about planning outdoor events is that you are never sure what the weather is going to be like. Check the weather channels in advance and make sure to stay up to date on any changes. Even if the weather predictions seem okay and suitable for your event, make sure to have a plan B where you can move in case of a surprise.
#2 Have a permit
If you’ve found the perfect place for your event, make sure to get a permit to host it there. There is nothing worse than going through the trouble of planning an event just to get it cancelled because you don’t have a permit. Besides, you don’t want that kind of embarrassment in front of your guests.
#3 Check the ordinances
Some towns, if not all, have some sort of ordinances, such as noise being prohibited after a certain hour. Make sure to check what those ordinances are and check the fire and safety codes as well, to avoid issues with authorities.
#4 The necessities
Things such as power, food, communications, toilets and other arrangements are necessary when planning an event. If you are hosting an event in an outdoor facility already meant for such things, you will have a much easier time dealing with this. However, if you are doing everything on your own, be prepared to hassle with all the arrangements, as that is probably the most stressful part of planning an outdoor event.
#5 Have a meeting in advance
Once you have everything envisioned in your mind, you need to have a meeting with your crew and suppliers. Discuss what is going to be placed where and how it must be done. It is important to have this meeting in advance to avoid rushing in the last minute.
#6 Pest control
A big issue with outdoor events are pests. You don’t want your guests feeling uncomfortable because of bugs crawling around your food table. Invite a pest control service to exterminate the area in advance to avoid this issue.
#7 Provide everything your guests need
One can never get enough of items such as hand wipes, sunblock or bug sprays in an outdoor event. Therefore, make sure you have plenty of them ready for your guests and stored in multiple places throughout the area.
#8 Health precautions
No matter what your event is about and how safe you think it is, someone can always get hurt. Make sure to have a team of medical professionals standby and ready to intervene at any moment.
#9 Clean up
Last but not least, after the event is over you will be held responsible for the mess everyone made. Therefore, make sure to arrange local sanitation in advance to deal with the issue.
With these nine tips, your outdoor event planning will be a breeze!