You’ve already set your clock forward, so you know what that means. Longer days will soon drift into balmy nights with tons of outdoor activities. But before you drag the grill out of storage and hose off your patio furniture, there are some other things to do. Here’s how to organize outdoor events during warmer months.
See If the Event Can Be Held Outdoors
Before an event is hosted, verify that it even can be held outside. This is something that many first-time event organizers overlook. For instance, hosting a technology expo outdoors is not a good idea. In fact, it might be considered a health hazard. If you’re hosting an event that will require a lot of technology or extra equipment, an indoor venue might be a better option.
Keep an Eye on the Weather
Hosting an outdoor event is fun, but bad weather can easily rain on the parade. As you plan the event out, it’s important you pick a date where the weather conditions are likely to be favorable. Even with that planning though, there’s no guarantee, and you never know what could happen. As you plan, make sure that you also have a backup plan in case of inclement weather.
Find the Right Venue
The next step on your to-do list is to find a good venue. Check your area to see if any of your local parks will allow you to host your event. Take the size of the outdoor area of your venue into account and make sure it’s large enough to fit everything from seating to activities, as well as all the guests. If you’re unable to find a suitable outdoor space, you might have to consider an indoor space instead.
In addition to the activities and seating, if you have catering for the event, you need to also have space for the caterers. If there’s any prep work they would have to do at the venue, you need to set up an area for them. If you want that area to be further from your guests, you’ll need a bigger venue. Talk with your caterer about what they need to keep your guests served and happy.
Ensure the Attendees are Comfortable and Happy
Finally, as with any event, you want to keep everyone who attends happy and comfortable. If hosting in an area that’s specifically for events, you have nothing to worry about. Most things, like shade and restrooms, will already be accounted for. If not, then you need to create a space that has comfortable seating and is temperature-controlled.
In addition, restrooms should be pristine, and you should also provide sanitary stations as well. Unkempt restrooms are one of the best ways to ruin an otherwise show-stopping event.
While organizing an outdoor event may seem like a huge responsibility, but it can also be extremely rewarding. Take the time to plan accordingly, have a back-up plan, and try to think like an attendee. Hosting an event, you would want to attend will help your event go off without a hitch.