10 Tips To Plan A Successful Outdoor Entertainment Event

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Whether it is a sports event or a music festival, the outdoors provides great opportunities, especially when it comes to the space. Outdoor events are a wonderful way to do something unique and take advantage of nature. Above all, good weather and fascinating natural views energize the attendees. However, outdoor events can bring up many problems and challenges during organizing despite all the perks. 

With the uncertain nature of weather, planning outdoor events can be complicated. You will not only need to plan the event, but additional preparations need to be done to avoid any hassles later. You never know when a cloud of flies will descend or a bright, sunny day will transform into sudden showers of rain. Planning for every possible situation that can occur might be mind-boggling, but you don’t have to panic! We have got you covered. Here’s a list of tips you must know when planning an outdoor entertainment event without a hitch.

1. Ensure the comfort of visitors

When it comes to outdoor entertainment events, be sure your guests have the best time enjoying the event. If the weather is a bit warmer, you should ensure there are portable fans or air conditioners ready and heaters in case the temperature rises by night. Coldwater also needs to be available in various spaces. 

When planning for an outdoor festival, it’s important to arrange bathrooms for your attendees. Think about how many bathrooms you will require according to the number of visitors. If you don’t have access to indoor restrooms, you can rent porta-potties for a festival, but be sure to decide where to place them before the event. They must be placed in such a way that they are easily accessible. You would not want to put them in the middle of everything. And if you have access to indoor toilets, ensure there is a clear indication showing guests where to go.     

2. Find a suitable venue

Once you are sure your event can be run outside, start tracking down the right venue for your particular needs. You can use any outdoor concert spaces or parks in your city. If you find the venue suitable, begin working with site management. Check if the capacity and amenities meet your demands.

Are you planning to organize an event in a raw, unique location? Your event may need more work than others. Are you hiring an event organizer? Great! They will undertake everything. But if you are arranging everything by yourself, planning and coordination are vital to a successful event.  

3. Get the permits

Depending on the area, outdoor places may require a permit for events from the town authorities. It could include electric permits, food and alcohol permits, structure permits, and special effects permits, such as fireworks. Failing to get the appropriate permits can lead to the termination of your event. 

4. Layout and logistics

After choosing your venue, decide where you will be giving space to vendors to set up. Where do you want your guests to be seated? How will the sound system and other equipment be loaded in? Meeting and planning with all of your suppliers at the location in advance can help you coordinate the downloading of tools, parking space for attendees, and other needs.  

5. Pay attention to lighting

If you want to rock your evening outdoor event, ensure there is good lighting. In addition to a well-lit main ground, you will need lights for walkways, exit paths, as well as a parking lot to ensure the convenience and safety of your attendees. 

Who doesn’t want great pictures? Your guests would love to capture their beautiful, bright pictures in the well-lit venue. 

6. Be alert for the weather – have an alternative plan

Outdoor events are great and fun-packed, but they have few drawbacks compared to indoor events. One of the biggest of these is the weather. To prevent your event from ruining, you must keep monitoring weather reports as the day of the event approaches. 

Think about what you will do if it snows or rains. Will you be able to move your entire event indoors? Will the tents provide enough coverage? Will you postpone your event? Take time to consider all these things so that you won’t encounter any difficulties on the big day. When you have a good idea of things that can go wrong, you will come up with a plan B to go ahead with your event smoothly. 

7. Pest control

If your location is closer to the water or the marsh, you will need to have an exterminator spray the entire location for bugs. Keeping a few fans running can blow the mosquitoes and flies away and keep the attendees comfortable.      

8. Pay attention to sanitation

No one wants any blunders made here. Poor sanitation, such as unclean toilets, lack of bathroom facilities, and overfilled waste bins can spoil your event. Ensure everything remains neat and there is adequate sanitation equipment for attendees and the workers. 

9. Health precautions

You never know when someone will get injured. Hence keeping a first aid kit is fundamental. Having a doctor on standby can be helpful, typically if the event is in a distant region. If you can do a little more, make a list of hospitals that are nearest to the location along with their directions.  

10. Take accessibility into consideration 

While planning your event outdoors, consider guests with any disabilities. You will need clear signage and lighting for individuals with limited vision and access points and ramps for those with mobility troubles. Walking through the entire venue with keeping accessibility in mind allows you to note any points that may create any hurdles for people with disabilities. Doing this can help you figure out how you will assist them. 

Conclusion 

Planning an outdoor event can be difficult, from permits to being alert for unpredictable weather. With proper planning and hard work, you can guarantee your outdoor event succeeds in cheering and gratifying your guests and attendees. Count on these tips, so you won’t forget a single thing about planning a successful event outdoors.

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