Are you thinking about planning outdoor events this year? With the arrival of the warmer weather; the busy outdoor event season is upon us. Of course, when spring and summer arrive we all want to spend as much time outdoors as possible. Some of my most favorite event experiences are the outdoor events I planned for clients. They were not only fun but a great way to get outside and still do business.
Warm Weather, Outdoor Events
Warm weather and outdoor events go hand and hand. And when it comes to outdoor events and planning, preparedness is your best friend. These kind of events can come with a whole host of unstable issues. And it’s never too late to get started.
Outdoor events tend to be more expensive, harder to plan and tend to be way more challenging. And often need an extra bit of planning and attention to detail. As I’ve said a time or two, success is definitely in the details. There’s a wide range of out of the box elements to consider when working in the outdoors. Including bathrooms to climate, the environment to the public and a lot more.
Let the Outdoor Events Planning Begin!
Many of the logistics are the same whether you are planning an indoor or outdoor event. First you need to decide on the kind of event as well as the look and feel of the event. Next on the list find the right venue, entertainment, set up & tear down, food and beverage and so on. But there are scads of things that must be tweaked or added based on the outdoors. Including power, permits, communication, sanitation and you guessed it pest control.
So when looking to execute the best outdoor event while keeping the stress away my best advice is to use a checklist. By creating and using a checklist you give yourself an up-to-date blueprint for your event. When it comes to events outdoors, you have to bring everything in. So once you’ve decided on the basics, it’s time to start the planning. And here is a short list of things to take into account and ensure are on your checklist.
- Create a budget and timeline
- Select a venue/site
- Arrange permits/regulations/insurance
- Decide on food and beverage
- Book entertainment
- Coordinate restrooms
- Confirm power and lighting
- Set up/tear down
- Arrange for transportation
- Book security
- Look at safety precautions
- Order equipment and services
- Review contracts
- Pest control
- Set up medical professionals
- Track the weather (and have a Plan B)
- Clean up
Once the event is over be sure to assess it. The best way to establish an event’s success is to look at the good, the bad and the ugly. Examine the entire experience. In the long run it will help you to improve the next time. From my own experience, some of the best events happen in the warm weather and outdoors.