Are you planning to have an event outdoors? Whether it’s a wedding, a fundraiser, or a sports activity, you should prepare for any possible problems you may encounter. For some events, you can still opt for an indoor venue, but others require a wide and open location.
It’s best if you know the right venue for your event. If ever you’re planning to hire event coordinators, they can give you some ideas on how you’ll be able to choose the right one for the celebration. Otherwise, you must carefully choose yourself.
But other than making sure that the outdoor venue suits your event, here are more things to consider!
1. Verify permits
After securing the outdoor venue, the next thing you’ll need to do is arrange the permits. For instance, a fun run requires a huge location so there might be other permits you’ll need to accomplish. An effective event coordinator knows every little detail so you should also be aware of the things you need.
However, before everything else, you’ll need to make sure that you’re allowed to hold a certain event in that area. It’s best if you do some ocular before saying yes to the venue. Moreover, after accomplishing all permits, you should also verify them days before the actual event.
2. Weather updates
Have you ever had an outdoor activity when you miscalculated the weather? Even if you’ve seen the local weather forecast, you should also take time to follow your instincts. Meanwhile, although many guests can anticipate a cancelled event due to bad weather, there are many things you’ll sacrifice if that happens.
So instead of wasting a lot of money and effort, event coordinators should decide days before the event if it’ll be pushed through or not. If there are other options, then it’s best if you move the date before everything’s set in stone.
3. Set up the logistics
In every event, logistics is one of the most important tasks. Moreover, you’ll need big tents, tables, chairs, and decorations. Whether it’s sunny or raining, you should have an area where people can run for cover.
Event coordinators may already have partner vendors that offer these essentials at a lower price. However, these should be ordered in advance since there are things that should be set up. That’s why it’s best if you set a list of all logistics-related things you’ll need for your event.
4. Food and beverages
If possible, you should set up the food and beverage station indoors. On the other hand, if there are no indoor options, you should at least have a closed tent that has a controlled temperature. You can ask the caterer about the safety requirements of the food so that you can help them with the setup.
In addition, you should also consider what kind of food is appropriate for your event. For instance, if you’re going to hold a sports fest, you should have booths that serve healthy food. But as the host, you should also have accessible water stations, especially near the participants.
5. Ensure the electricity
Even though the event venue is outside, you also need to make sure that there’s electricity. You’ll still need it so that people can have access to Wi-Fi, and sounds, and it’s easier to make announcements.
The electricity is probably arranged along with the permits. Usually, venues also come with portable generators and electricity supply so you’ll just need to coordinate with them.
Unless you’re not going to have an event in a remote area, there are many ways to have access to electricity.
6. Comfort of the guests
Most event coordinators don’t just think about the venue, but also the well-being of the guests. That’s why there should be certain amenities that can fit the needs of the guests. Some of these amenities are sanitation areas, relaxation spots, and tents with proper ventilation.
Meanwhile, you shouldn’t also forget to set up a first-aid facility. Since the event is outdoor, there can be accidents and other medical-related occurrences.
7. Clean-up after the event
Event coordinators are the first people to arrive, and the last ones to leave at an event. It’s mainly because they’re assigned to decorate and arrange everything from the start until the end. And when all the guests go home, it’s also important to arrange a clean-up.
You can contact the local sanitation team to assist you regarding the right way to dispose of all the garbage used during the event.
Meanwhile, if you have secured the permit, you can also have your team take care of all the waste after the celebration.
Now that you know the main points to take care of when it comes to planning an outdoor event, then you can easily enjoy the process. Also, don’t forget to share with us some tips to have a successful event by leaving a comment below!
