Five Important Tips for Planning an Outdoor Event

Last Updated on August 16, 2021

With summer just around the corner, more and more events are being hosted in the great outdoors. And why not? Particularly if you live in Canada, weather this warm only comes around a few months a year. Might as well take advantage of it while it’s here, right?

Not surprisingly, outdoor events are subject to a whole new set of challenges, complications, and logistical concerns.

Here are just a few of the most important factors you’ll need to consider:

Make Sure Your Event Will Work In An Outdoor Setting

Not every event will work out doors. If you’re running a technology or engineering conference, for example, then you’re probably better off booking a convention center. Before committing to running an event outside, you need to consider every single element of that event. If even one or two of them pose a problem, don’t go outside.

Ensure There’s A Suitable Venue (And Get The Proper Permits)

Once you’re certain your event can actually be run outside, you’ll next want to track down a suitable venue. There should be plenty of parks and outdoor concert halls in your city that you can make use of to that end – do a bit of research, and you should come across one before too long. Once the venue’s been finalized – and before you do anything else – set out to acquire the proper permits. Failure to do this is a surefire way to get your event shut down. 

Pay Attention To The Weather – And Have A Backup Plan In Mind

Since your event’s being run outside, it’s absolutely critical that you keep an eye on the weather reports. Start monitoring weather reports as far in advance as you possibly can, and purchase weather insurance in the event that inclement weather leads to your event being canceled (or your equipment being damaged). Anything from rain to a heat wave to overly-powerful wind can throw a wrench in the gears for your event, so keep all of this in mind when setting things up.

Make sure you’ve a ‘worst case scenario’ plan in mind in the event that you’re hit with an unexpected storm. Use tents and portable pavilions to provide shelter for your guests (and electronic equipment)

Don’t Forget Your Equipment

Just because you’re running things outdoors, doesn’t mean you still aren’t going to need equipment – though running things outdoors makes it a little more complicated. If you still require lighting, sound systems, or any other such electronics, then you might need to invest in a portable generator. Invest in extension cords, keep paths in mind when laying down wires, and pay attention to power stations.

Keep Your Guests Comfortable

Sometimes, you might host an outdoor event at a facility specifically designed for just such an occasion. If so, that’s great! One of the hardest parts of your job has already been done for you! Otherwise; well…

You’ve got a bit of work ahead of you.

You need to see to amenities such as hand wipes/hand sanitizer, sunscreen, bug spray, light blankets, first aid kits, and (most importantly) outhouses/sanitation. You’re also going to want to double check the pest control status of the area, and hire an exterminator to spray the venue if you deem it necessary. Electric fans might be another idea. You’re also going to want to keep a steady supply of drinking water and food available.

This post was originally posted to Evvnt’s blog.