Outdoor event spaces are a new alternative to indoor venues that make the number of event possibilities bigger. Even though outdoor events make you think of fairs and get-togethers, they can also be used for business. Outdoor areas are great for meetings, conferences, and other events. Imagine having a business meeting outside under the stars or a networking event with lots of natural light.
There is more room, easier access, and layouts that can be changed. From galas to team-building events, outdoor sites are great. Still, they come with risks and make things harder to do. This blog post talks about things to consider when opting for outdoor venue hire and ways to lower risks.
Selecting the Perfect Outdoor Venue
Picking the right location for your outdoor event is very important because it affects how everyone feels during the event. To make sure the event goes well, it’s important to carefully think about many things during the planning part. First, figure out what kind of open space will work best for your event. Take a look at these five examples:
- beaches
- countryside venues
- parks and fields
- sports clubs
- stadiums/arenas
When looking at possible sites, make sure that everyone’s safety and comfort come first. Make sure that the place can easily fit all of your event’s equipment. Look for places with clear entry and exit points to make managing the crowd easier in case of an emergency.
Also, pick a place that fits with the theme of your event and appeals to the people you want to attend. Think about how close the event is to transportation hubs and parking lots to make it easier for guests to get there. By giving these things some thought, you can pick an outdoor spot that will make your event one to remember.
Choosing a Theme and Decorating
Choosing a theme for your outdoor event is important for making it feel right. When you’re planning, think about what your audience wants and make sure it fits with the goals of your event.
Get ideas from places like Pinterest or nature itself to make your theme fit in naturally. Make a mood board to help you picture your home-style idea.
Use themed props, like table sets and flower arrangements, to make the atmosphere better. Lighting is very important, especially for events that happen at night. While natural light is great, artificial lighting can also make a space feel more interesting.
For continuity, it’s important to pay close attention to the little things. You can make an outdoor event that your guests will remember by carefully arranging the decorations.
Implement a Backup Plan
It may seem obvious to have a backup plan, but many people forget to do it. Rain times for outdoor events used to be common, but now they’re not as popular because they’re harder to plan around. But this habit might need to be rethought, since being stuck outside in the rain is the worst thing that can happen.
One way to prepare for a backup plan is to keep your schedule open. Outdoor activities might be best in the morning or on the first day of an event that lasts more than one day. Things you want to do outside can be easily moved to the afternoon or another day if the weather doesn’t cooperate.
Choose Versatile Activities for All Weather Conditions
Choose things that can be done both inside and outside without any problems so that you don’t have to deal with disappointment or cancellations. For example, think about a company that puts on events that bring together buyers and sellers.
One of their plans was a sandcastle battle that got a lot of people excited. But when it started to rain, the outdoor exercise had to be called off, and the indoor option didn’t sound fun. With foresight, the event’s organizers could have moved it indoors or chosen a sport that wouldn’t depend on the weather.
Outdoor events can be tricky, but event planners can make sure that everyone has a good time by planning these events very carefully.
Coordinate Catering
Catering is a crucial aspect of outdoor event planning, demanding meticulous attention and adaptability for a seamless dining experience. Here’s a guide to managing food and beverages for your outdoor event:
Choose the Right Caterer
Start by researching and selecting a reputable catering service with expertise in outdoor events.
Design Menu Options
Collaborate closely with the caterer to craft a diverse menu that complements the event’s theme.
Arrange Beverage Stations
Offer a variety of refreshing drinks and consider featuring signature beverages that resonate with the event’s ambiance.
Prioritize Hygiene and Food Safety
Ensure that the catering service strictly adheres to hygiene standards and food safety regulations. Set up hand sanitizing stations to uphold cleanliness standards throughout the event.
Keep Health and Safety Measures in Place
As event organizers, it’s important to make sure that all health and safety steps are put in place and kept up during the event. When planning an outdoor event, make sure there are marked first aid areas with trained medical staff nearby in case of an emergency.
Make a full safety plan by doing a risk assessment of the event place to find any possible dangers. Outline what to do in case of a medical emergency, bad weather, or a security breach. Teach the people working at the event how to follow safety rules and make sure they can easily get in touch with you if they have any concerns.
When planning an outdoor event, make sure you know the latest health rules and guidelines in your area. You might want to offer virtual or hybrid choices for people who would rather not be there because of health concerns.
Choosing Perfect Outdoor Event Spaces
In conclusion, picking the best outdoor event space requires thinking about more than just the place. The timing, the weather, and the specifics of each outdoor location must all be carefully thought through.
Even with these things in mind, the open air of an outdoor event makes it more relaxing and memorable for everyone, whether it’s a small get-together on the patio of a restaurant or a big party in the middle of the countryside. If you plan your outdoor event carefully and pay attention to the little things, everyone who comes will have a great time.
