This time you want to do things off-grid! You are planning to organize an outdoor event that will allow your guests to experience something different from what they usually encounter in an ordinary indoor venue, such as in a hotel hall or restaurant. For this event, you want your invitees to enjoy natural sunlight and be able to move more freely in the open air, but above all, you know that you can be much more creative when decorating for an outdoor event.
Although you are thrilled when you think about your ideas for the various lighting installations and decorating elements you plan to use, this kind of event comes with its own set of challenges. But we are here to help!
Here are 5 simple tips to consider when planning your outdoor event to ensure its total success:
1. Getting Necessary Authorization
That’s the first thing you need to work on: obtaining any required permits. If you are organizing a large outdoor event, you should first verify if you need a license by gathering all the necessary information from the landowner. You can then proceed by filling out the application and paying the appropriate permit fee.
In addition to the gathering permit, you must also check the local laws and regulations. For example, if you plan to play music, you should check all noise laws and determine if you have to get additional permits. You may need to contact local authorities to get the specific details you are looking for.
2. Contact Vendors and Think about Logistics
You will need to contact your suppliers according to the type of event you will be hosting and the outdoor space requirements. Vendors may need to install power sources, lighting, toilets, music systems, and catering equipment, among other things.
Then think about all the logistics. As soon as possible, organize an on-site meeting with all your vendors to arrange transportation, set up of equipment, parking, energy requirements, etc. This will help you establish a thorough logistics planning and avoid unnecessary complications.
3. Consider the Weather
Sometimes the weather can be slightly warmer than expected. In this scenario, you need to make sure your guests remain comfortable by providing a place where they can hide from the heat or at least cooldown. You can consider innovative cooling systems such as portable air conditioners or even cooling mists that will quickly relieve your guests from the hot weather. Cold drinks should also be easily accessible.
Be prepared in case of sudden rainfall. It would be best if you always have a plan B, for example, a tent that could be used for shelter. Also, coordinate with your vendors to make sure they are also ready to protect their equipment in case it starts raining.
4. Lighting Is Key
Lighting is crucial to create the desired atmosphere in events. But for outdoor events, it is even more critical to invest in adequate lights to ensure your guests’ safety and allow them to see where they are walking. Even if your event takes place during the day, some areas may occasionally be quite dark.
Light-sensitive garden lamps are a great option because they light up as soon as the sun goes down. They can be used to illuminate footpaths, driveways, and parking lots.
5. Insect and Pest Management
If you are near a water source, you will want to hire a pest control specialist to spray the entire venue to protect your guests from mosquitoes and other insects. Nothing is more unpleasant than being constantly bitten during an event!
Follow these 5 simple steps and you are sure that planning your outdoor event will become much less daunting. After the event, don’t forget to come back and leave your feedback in the comments section below! We want to know how the party went.