An outdoor event is synonymous with warm weather. Some of the best and most fun events happen outdoors. And with the warm weather on the way, we all want to ensure we’re more than prepared. An outdoor event is like other events in so many ways. But there is way more to take into consideration.
Outdoor events can be anything from a picnic to a gala event and everything else in between. And when planning an event in the outdoors, there are lots of things that must be covered. And I’m not talking about a canopy. With so many details to take into account. And depending on the event and location plenty of challenges can rear their ugly head. Even though an outdoor event can in fact be a challenge it does come to the table with certain approaches and expectations. With the outdoors comes unpredictability; and with unpredictability comes research and strategy.
Nothing’s Better than Nice Weather and an Outdoor Event
When the weather is right, there is nothing better than an outdoor event. However outdoor events do bring their own host of special needs. That can easily spoil, disrupt or even wreck an event. And each year it seems the warm weather is around only for a short period of time. Making it never too early to start a plan. Let’s be honest, some outdoor events are more work than others. Working with a venue that already has an outdoor area; does help with cutting down on some of that extra work. But most outdoor events do come with a multitude of distinct complications. The unpredictable weather, noise ordinances, permits and guest comfort, just to name a few.
21 Outdoor Event Questions that MUST be Asked
An outdoor event definitely brings some originality and vitality to an event. Anytime planning an event the overall goal is to reduce any potential anxiety and stress and ensure the event will work. So before getting started ask yourself these questions.
What is the event goal?
What is the budget?
Will the event work in an outdoor setting?
What amenities does the location have?
What amenities do we need to supply (bug spray, sunscreen, etc.)?
Do we have to rent port-a-potties?
Is tenting required?
Are permits needed?
What are the fire & safety codes?
Is a special liquor license required?
Do we need weather insurance?
What is the Plan B?
Is security necessary?
What audio visual is part of the event?
How will equipment be loaded in?
Are there power stations on-site?
Does the area need spraying for pests?
What are the lighting options?
Will our communication system work on site?
What will help make the guests more comfortable?
Does the team know what to do in case of an emergency?