In the pandemic era, a tentative return to social mixing lends itself perfectly to outdoor events. The fresh air and versatile space make for a safe and flexible event-planning blank canvas.
If you’re organizing outdoor spaces for events, you’ll want to make sure they go without a hitch.
If you are not sure that where to start with your planning, we’ve got you covered! You can also consider hiring an event management agency to assist you with budgets, schedules, and vendors to create the best possible events. Here’s our guide to organizing outdoor spaces for events.
Choose Your Location
Presumably, you’ve already got a venue in mind for your event and maybe even have it booked. If so, pat yourself on the back and skip to the next section!
If not, when choosing a venue, you’ll need to consider location and factors like accessibility, capacity, and overall suitability for the type of event you’re holding.
Gather Your Paperwork
One of the significant considerations for events outdoors and indoors – legality and safety.
Speak with your local authorities for information on any permits, licenses, and insurances you’ll need. You’ll probably need to consider noise restrictions, venue capacity, public liability, and wearing a face mask at all times, among other things.
Safety inspections and risk assessments will probably fall in your lap unless the venue management covers them. You’ll also need to consider the latest COVID-19 regulations in your area so that you’re taking measures for the safety of your attendees.
Make sure you apply for these well in advance, so you have time to address any snags you might hit. You don’t want your event shut down due to a formality!
Have a Backup
It depends on where you are in the world. The weather may not always be conducive to a successful outdoor event. Make sure your venue has a backup plan for if the heavens open or you’re in the midst of a hurricane on the big day, even if it’s just umbrellas and rain boots!
Outdoor Spaces for Events: Facilities
It depends on the type of event you’re hosting, and where it’s being held, the facilities you’ll need will vary significantly.
For sizeable outdoor event venues, essential services like toilets, running water, and electricity might not be readily available, so you’ll need to get these rigged up.
If you’re at a dedicated event space, you should only need to think about requirements specific to your event. If it’s a wedding, where will guests leave gifts? For a beer festival, where can the kegs be stored?
Details like this will need to be ironed out in advance to ensure smooth running on the day.
You can customize these acrylic signs by Mulberry Market Designs to fit the theme of your wedding.
Consider Guest Comfort
Assuming all the basic amenities are taken care of, it’s time to look at the details. Making your guests comfortable will be the key to success and rave reviews.
Consider whether you need additional dining or break-out spaces. If your group has varying levels of mobility, or simply if you’re keen to respect social distancing, different areas for guests to enjoy may make the difference.
Consider creating an extra bar, so your guests don’t have to wait. You could add a chill-out area where attendees can move to for a quiet moment. For both of these options, these folding tables from EventStable will help you to create space.
Sit Back and Enjoy!
After all the hard work of your planning, it’s time to sit back and enjoy the fruits of your labor! Organizing outdoor spaces for events isn’t always easy, but it’s rewarding.
With these tips, your outdoor event is sure to be a success. For more information, guides and inspiration, check out our other blog posts.