Outdoor events offer some unique elements that indoor venues struggle to match — with fresh air and a natural backdrop being perhaps the two biggest advantages. However, they can also provide some key operational challenges, from tackling unpredictable weather to managing the complex logistics that can be part and parcel of the outside experience.
We’ve tapped into the know-how of one of the UK’s biggest event management companies, ConnectIn Events, to part the clouds and shine a light on how you can make your next al fresco gathering a sunlit success.
Their guidance can help to ensure that your outdoor event has the substance to match the setting.
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From choosing the right venue to preparing for different forms of weather, every decision plays a critical role in the success of outdoor events. You’ll need to think strategically about layout, logistics, safety, and the guest experience to ensure everything runs smoothly. With careful preparation, you can deliver unforgettable moments while also keeping your attendees comfortable and engaged.
Find the Ideal Venue
Visual Appeal: When guests see the words ‘outdoor events’ many of them will expect locations with natural beauty, such as gardens, beaches, or the countryside — not a slab of concrete. Your first big quest is to match their expectations!
Amenities: Ensure the venue has covered the essentials of parking, toilets, and, of course, a power supply for any equipment you’ll need during the outdoor event.
Accessibility: It’s important to consider proximity to different forms of transport to ensure the venue is accessible for all guests, including those with limited mobility. If your dream venue is a long haul, consider hiring a coach to make it easier for guests to get there.
Walk-Through: Visit the venue at a similar time of day as your event to tick off some of the biggest practicalities, such as how much lighting you’ll need, how noisy the environment gets, and what kind of traffic flow guests can expect.
Prep for the Conditions
Hope for the Best but Expect the Worst: Given the choice, most event planners would take sunshine over rain — but even hot weather can be challenging in its own way. Work around the conditions by providing sturdy tents or marquees to shield guests from rain or intense sun.
Seasonal Considerations: In summer, provide shade, water stations, and fans to keep cool. For colder months, include heating lamps and blankets.
Real-Time Updates: Use a real-time weather app to keep an eye on sudden, unexpected changes.
Go the Extra Mile: You can show your caring side by providing guests with a small weather kit containing sun cream, ponchos, or insect spray.
Consider Layout and Logistics
Clear Signage: Outdoor events require simple but durable signs to guide guests to the main amenities, from food and fun activities to toilets, seating areas, and more.
Strategic Spacing: It’s crucial to leave enough open space to avoid overcrowding. You can ease the flow of foot traffic by positioning food stations, stages, and check-ins strategically across the event space.
Tech Setup: For AV equipment, ensure there’s access to power sources or use portable generators. Wireless microphones and battery-powered lighting are good options, while professional audio engineers could be useful to ensure sound isn’t distorted by outside noise such as wind and crowd noise.
Be Safety Conscious
Permits: Check with local authorities for necessary permits related to noise levels, parking capacity, and alcohol service.
Emergency Planning: Ensure staff are trained to perform first-aid and help with crowd management. Don’t forget to create a clear plan for any weather-related emergencies.
Communicate Plans: Relay safety protocols and procedures to guests to keep everyone informed about safety measures during the outdoor event.
Think About the Guest Experience
Prioritise Comfort: A comfortable guest is a happy guest, so provide adequate seating with cushions and/or blankets. For outdoor events on grass, picnic mats are a nice, practical touch.
Interactive Activities: Consider lawn activities and entertainment like zorbing, archery, and giant Jenga for informal fun.
Atmosphere: Use creative lighting like string lights, lanterns, or LEDs to create a chilled, cosy vibe for gatherings that rumble on until late.
Foodies: For food, consider trucks or cooking stations to add to the overall experience.
Conclusion
Outdoor Events Made Easy with ConnectIn Events
A lot of coordination and decision-making goes into planning an outdoor event. By focusing on the likes of logistics and guest comfort, you can create an event that complements the beauty of the outdoors with a well-executed plan. Although these occasions offer huge opportunities for memorable moments, they also require foresight and adaptability. With the right preparation, your event will not only succeed but leave a lasting impression on attendees.
Based in the North West of England, ConnectIn Events specialises in making outdoor events stress-free and unforgettable. From sourcing stunning venues to managing every logistical detail, they have the expertise to bring your vision to life. With their guidance, your outdoor gathering could be as magical as it is meticulously planned — leaving your guests gushing long after the sun goes down.
Contact them today to start planning your next gathering.