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!
Planning a wedding is an awfully stressful task. From finding the perfect place to managing the guest list and taking care of all the details, one simply cannot relax during this process. Just when you have finished choosing the invitation cards, an emergency pops up with the catering and problems just start rolling in. No matter how well you plan your preparations, something will pop up and mess up your plans. At those times, it is important to stay organized to be able to finish everything in time. So, how do you stay on track when things start piling up?
The key is to have a well thought through list of major tasks which must be taken care of. When you preparation process begins, you have to live by your list and not skip a single thing on it! To help you out, we have prepared a list of major tasks that you must follow in order to stay organized at all times!
#1 Do your research
Everything starts from doing research and so does planning a wedding. You probably already have an idea of what you want your wedding to look like but still, do a thorough research on hall designs, decorations, foods and fashion. Se what’s trending and you might get inspired!
#2 Plan your budget
Budget is a very important part of a wedding plan. Duh! If you think you know pretty closely how much money your wedding is going to cost without doing any calculations, you are wrong! Plan your budget by sorting out the amount of money you have into small portions for each section that will have to be paid. Once you determine in detail how much money you will spend on the necessary things, calculate how much you can spend on extras, such as extra decors and music.
#3 Write the guest list
It is obvious that the more guests you have the more it will cost. Therefore, it is important to make your guest list suite your budget. Put a good amount of time into this one because it is one of the most important parts of planning a wedding.
#4 Choose the venue and reserve a date
Look for the perfect place and once you find it, get that date reservation right away! Don’t wait too long as you might lose the spot, especially if you have decided a specific date to be the one.
Now, for the fun part, you have to book photographers, bands, florists and caterers. However, it is not as easy as it sounds. You first have to find the right people and once you do, you can’t hire them right away. Make sure to meet them in person to discuss the event and see whether they’re a good fit. Try to hire them in advance, at least a few months before the wedding.
#6 The final details
Now, all you have to do is take care of the details you got left, which are the invitation cards, arranging transportation and booking hotel rooms for out-of-town guests.
With this list, you wont get lost during your wedding planning, as you will always be reminded what you have left to do!