With the changing weather, people also start planning about organizing parties and events. Organizing any event requires full-proof planning, so you need to keep an eye on plenty of factors. Arranging an indoor event may be a hassle-free task, but you need to pull up your socks when it comes to outdoor events.
Warmer weather is perfect for event planners to organize outdoor events. It allows them to be more creative and flexible in their approach. But at the same time, it brings a huge challenge for them to make the event successful. From managing food to decoration, lighting system to music, there could be plenty of things that you cannot afford to overlook.
Here is a complete guide for understanding the critical factors involved in organizing a successful outdoor event.
Have A Solid Backup Plan
It may sound obvious to you to have plan B if A does not work. But event managers often overlook this factor. If you are arranging an outdoor wedding and the rain starts, what would you do? Therefore, you must have a backup plan like scheduling a rain date to conduct an event on an alternative date. It will be best to coordinate with your client and team to make sure nothing goes off track.
Having a good backup plan means a flexible schedule, so you do not mess up things. For example, you should plan the quantity of food and drinks according to the number of event participants. Have a clear idea of the number of participants to design it correctly. In case anything goes against the plan, you should have a backup of extra food and drinks.
Arrange Portable Restrooms
During the event, the chances are that many people have to deal with nature’s call, so how will you address this issue? For example, a hundred participants are coming to attend the event. Will you be able to accommodate them with two or three indoor bathrooms? You must arrange portable restrooms to manage the situation with ease.
As an event planner, you have to do proper market research to find the best portable restrooms in your city or area. Market rates and quality vary everywhere, so you have to dig deep down. Let’s say if you want to arrange an event in the US, Oregon, then start inquiring about the Portland, OR porta potty rental services there. Similarly, suppose you are going to organize the event in another state or city. In that case, you should have a clear idea about that region’s service providers. Ensure that all the necessary facilities in the portable restroom, like a towel, hand sanitizer, and liquid soap, are coming along in the package.
Examine Type Of Event
One of the significant aspects of planning outdoor events is to analyze the type of event. From festivals to concerts, weddings to auctions, there are different types of events with additional requirements.
If you are organizing an outdoor birthday party, you need to take plenty of crucial points into consideration. You have to choose the correct birthday theme to decorate the venue with the right colors of balloons and other stuff. Consider all technical aspects of events and then act accordingly. It also helps to meet your client’s needs efficiently.
Analyze Event Budget
Before getting too deeply involved in an outdoor event, you need to assess the event budget. It will make decision making easy for you. You can decide which venue will be suitable for the event or accommodate guests within the budget. It is important to remember that an outdoor event requires more amenities as compared to an indoor venue. Therefore, you have to take all expenses into account to give you a better insight into prices.
Fulfill Legal Requirements
It is better to check whether you require any permits to hold your event or not during the planning phase. If yes, then apply for one in the first place. It is better to avoid all legal issues to stay away from any unpleasant situation during the event. Go through the local ordinances for safety, noise, and fire codes for the event’s legal assurance.
Get Quality Equipment
While managing any event, you need some equipment to fulfill the requirements. If you are organizing an event in the evening, you will need lighting for parking spaces and walkaways. You will also need a good sound system with essential electrical equipment. Extension cords and a portable generator will also be required if there is anything that needs power. While planning an outdoor event, you have to make sure that the venue has sufficient outlets to manage electrical needs.
Deliver Notice To Guests In Advance
By providing notice to guests, you can let them know about the outdoor location, weather conditions, dress code, prohibited items, and other essential details. It also helps men and women to dress up according to the area. Let’s suppose if ground conditions are not right, then women can avoid wearing high heels. Similarly, if there is a pool at the venue, let people know to bring swimsuits along with them.
Make Guests Comfortable
You have to ensure that guests are not feeling uncomfortable due to any reason. Make sure that there are proper seating arrangements, so nobody has to bear any inconvenience. It becomes even more important for elderly individuals. Have heaters and fans according to the weather conditions.
You have to ensure that proper parking space is available, so guests don’t have to face any hassle. Hire someone to look after all the traffic and allocate the parking space correctly.
You must also take care of the food safety rules by ensuring that it remains fresh and hot till the time of its serving. Maintain it at the proper temperature and use the right dishes to serve it so that the guests can enjoy every bit of it.
Take First Aid Measures
Make sure to have basic first aid amenities at the venue. You should know the nearest emergency healthcare centers from the location of the event. Have their contact numbers with you, so in an emergency, you can rush. Consider hiring medical professionals for the occasion so that it will reduce stress from your mind as well.
Organizing an event is a daunting task that requires you to work on plenty of areas. As a client, it is better to have a detailed discussion with the event manager about your requirements and the type of event you need. The same goes for the event planners, as they should have a clear picture of the client’s needs in their mind while planning for the outdoor event. Hopefully, the critical factors mentioned will help you understand ways to organize a successful outdoor event.