{"id":803,"date":"2024-04-11T21:10:11","date_gmt":"2024-04-11T21:10:11","guid":{"rendered":"https:\/\/mastertheevent.com\/?p=803"},"modified":"2024-04-11T21:10:11","modified_gmt":"2024-04-11T21:10:11","slug":"helpful-tips-for-planning-outdoor-events","status":"publish","type":"post","link":"https:\/\/mastertheevent.com\/helpful-tips-for-planning-outdoor-events\/","title":{"rendered":"HELPFUL TIPS FOR PLANNING OUTDOOR EVENTS"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<label for=\"ez-toc-cssicon-toggle-item-661fb291249d2\" class=\"ez-toc-cssicon-toggle-label\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/label><input type=\"checkbox\"  id=\"ez-toc-cssicon-toggle-item-661fb291249d2\" checked aria-label=\"Toggle\" \/><nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mastertheevent.com\/helpful-tips-for-planning-outdoor-events\/#Planning_Events_Outdoors_Requires_a_Contingency_Plan\" title=\"Planning Events Outdoors Requires a Contingency Plan\">Planning Events Outdoors Requires a Contingency Plan<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mastertheevent.com\/helpful-tips-for-planning-outdoor-events\/#Here_Are_Some_Tips_to_Consider_When_Planning_an_Outdoor_Event\" title=\"Here Are Some Tips to Consider When Planning an Outdoor Event:\">Here Are Some Tips to Consider When Planning an Outdoor Event:<\/a><\/li><\/ul><\/nav><\/div>\n\n<p>Outdoor events are popular especially at this time of year. It seems that most of us want to take advantage of the warmer weather and get outdoors as often as possible. And there is something about being outside; the fresh air, the awe-inspiring sky, all of which adds to the refreshing energy of being outdoors. There\u2019s no doubt that planning outdoor events can be risky. Some meeting planners feel that the risk is too great and they will often decide on an indoor location just to play it safe. But for those risk takers that feel it\u2019s worth it, planning outdoor events requires all of the \u201cwhat ifs\u201d to be addressed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Planning_Events_Outdoors_Requires_a_Contingency_Plan\"><\/span>Planning Events Outdoors Requires a Contingency Plan<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Create an&nbsp;<a href=\"https:\/\/web.archive.org\/web\/20201021022707\/http:\/\/mastertheevent.com\/event-planning-checklist\/\" target=\"_blank\" rel=\"noreferrer noopener\">event planning checklist<\/a>&nbsp;when you start your planning. Many weddings are held outdoors. And that\u2019s one event where it\u2019s not that easy to change the date. Nor are most events actually. Naturally the biggest \u201cwhat if\u201d that comes to mind for an outdoor event is the weather. As I mentioned earlier, an outdoor event has its own special look and feel. But that can change dramatically if the weather becomes unpleasant. If planned poorly your event can quickly become a disaster.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Here_Are_Some_Tips_to_Consider_When_Planning_an_Outdoor_Event\"><\/span>Here Are Some Tips to Consider When Planning an Outdoor Event:<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"alignright\"><img decoding=\"async\" src=\"https:\/\/web.archive.org\/web\/20201021022707im_\/http:\/\/mastertheevent.com\/images\/2015\/01\/PlanAnEvents-event-planning-checklist.jpg\" alt=\"a screenshot of PlanAnEvent.org's event planning checklist\" class=\"wp-image-24944\"\/><\/figure><\/div>\n\n\n\n<p><strong>Weather<\/strong>. Always budget for tenting and then set a cut off date for your decision as to whether or not you will need that tenant. The rule of thumb is that when in doubt go with the tent.<\/p>\n\n\n\n<p><strong>Venue<\/strong>. Consider outside venues that also have indoor spaces that you can use as a backup (don\u2019t forget you\u2019ll need to budget for that contingency). Also when selecting an outdoor venue determine if there are any obstacles, or challenges, that need to be addressed for your attendees. For example if there will be elderly people attending your event, you don\u2019t want them walking long distances to get to the main area.<\/p>\n\n\n\n<p><strong>Washroom Accessibility<\/strong>. Many outdoor venues do have indoor facilities for washrooms. It\u2019s important to determine how far the indoor washrooms are from the event\u2019s main area. It\u2019s wise to have portable washrooms on hand that can be placed closer to the event. If you only have portable washrooms for your event, budget two portables for every 50 people attending.<\/p>\n\n\n\n<p><strong>Communication<\/strong>. Promoting your event is crucial for its success regardless of whether or not you\u2019re hosting it outdoors. But if you are hosting an outdoor event it\u2019s also wise to suggest a little bit of added attire for your attendees. There\u2019s nothing wrong with communicating upfront what people should expect. Will they be walking on grass (an issue for certain types of women\u2019s shoes) or will there be a floor provided? Any information that you can provide upfront will help your attendees determine what they need to do so that they will enjoy themselves.<\/p>\n\n\n\n<p><strong>Transportation\/Parking Area<\/strong>. Outdoor event locations often have a large parking area to load and unload coaches (or for parking if your guests are arriving individually). If your tenting budget did not include a walkway from the transportation area, then plan to have staff on hand with umbrellas to escort your guests to the main area. Even if it doesn\u2019t rain having escorts on hand it\u2019s still a nice added touch. Sometimes it\u2019s the little attention to details that make events memorable.<\/p>\n\n\n\n<p><strong>Post Event Surveys<\/strong>. Post-mortems, especially for repetitive events, are crucial as they give a&nbsp;meeting planner an overview of what worked and what didn\u2019t. I recently wrote an article about&nbsp;<a href=\"https:\/\/web.archive.org\/web\/20201021022707\/http:\/\/mastertheevent.com\/how-to-get-actionable-information-from-post-event-surveys\/\" target=\"_blank\" rel=\"noreferrer noopener\">post event surveys here<\/a>. Whether or not it\u2019s an outdoor event, follow-up is crucial to your next event\u2019s success.<\/p>\n\n\n\n<p>Outdoor events when planned properly can be quite popular. But it\u2019s important to take the time and address all of the areas, especially the \u201cwhat ifs\u201d, in order to ensure your event\u2019s success.<\/p>\n\n\n\n<p><a rel=\"noreferrer noopener\" href=\"https:\/\/web.archive.org\/web\/20201021022707\/https:\/\/www.facebook.com\/sharer\/sharer.php?u=http:\/\/mastertheevent.com\/helpful-tips-for-planning-outdoor-events\/\" target=\"_blank\"><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Outdoor events are popular especially at this time of year. It seems that most of us want to take advantage of the warmer weather and get outdoors as often as<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[6],"tags":[],"acf":[],"_links":{"self":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/803"}],"collection":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/comments?post=803"}],"version-history":[{"count":1,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/803\/revisions"}],"predecessor-version":[{"id":804,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/803\/revisions\/804"}],"wp:attachment":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/media?parent=803"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/categories?post=803"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/tags?post=803"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}