Nothing says fancy like a garden party. Imagine yourself walking through a decorated garden with a glass of Champaign in your hand while the violin plays in the background. Can you imagine something classier? Of course, it doesn’t have to be that. The fun thing about outdoor events is that they can range from fancy to whimsical to sporty and still manage to be equally fun.
However, research by IBISWorld shows that the party and event planning industry has been facing a decline since 2017 with no real sign of a comeback. But there is no reason to get worried. If you want to host an outdoor event, we have got you covered. In this article, we will go over the basics of planning an outdoor event, and hopefully, by the end, you’ll know what you need to do to become an expert.
Location
When it comes to hosting an outdoor event, the venue you choose can make or break its success. You want a location that’s easily accessible, with enough space to accommodate your guests, and is suitable for the type of event you’re hosting. But with so many options to choose from, how do you make the best decision for your event?
Accessibility should be a top priority. Consider the proximity of the venue to public transportation and major roads, and make sure there’s adequate parking for your guests. The availability of amenities such as restrooms, power sources, and shelter should also be considered. Also, remember to keep the local weather patterns in mind and plan for any probable disruptions, be it rain or a snowstorm.
It is also important to take into consideration how your planned activities will be impacted by the location. As Event Planning Blueprint points out, if you are planning to serve alcohol, you should not be holding the event at a remote location where your guests will definitely have to drive.
Permits & Approval
Before you can host an outdoor event, it’s important to secure all necessary permits and approvals. This may include obtaining permits for alcohol sales, sound amplification, food vending, and getting approval from local authorities and neighborhood organizations. The process can seem overwhelming, but by following these steps, you can ensure that your event runs smoothly.
Start by researching the specific permits and approvals required for your event. Contact your local authorities and neighborhood organizations to find out what you need and how to obtain them.
Applying for permits can be a long process. Therefore, Event recommends in their blog to preemptively get permits that might be necessary. For example, you might find out at the last moment that it will be rainy during your event, and you will need tents to accommodate your guests. There is no way to get a fire marshal permit that late. Therefore it might be wise to preemptively arrange for that just in case.
Weather
When it comes to outdoor events, there’s one thing you can count on, and that is the possibility of unpredictable weather. That’s why it’s so important to plan for inclement weather, so you and your guests are prepared for any condition that comes your way.
Generally, the weather forecast we get from the TV covers a broad area, and it might not be equally accurate for every locality in there. But that is not a problem anymore with platforms like Tomorrow.io.
When you check the weather at Tomorrow.io, it keeps you up to date on the weather in a particular locality and even predicts how it is likely to turn out in the future. With this in your arsenal, you should have no problem making the necessary preparations for your event.
It’s also a good idea to keep your guests informed about the weather forecast, so they can come prepared. Maybe you can include information on the weather forecast in your event invitations or send out a reminder a few days beforehand with any relevant details.
Vendors & Service Providers
There are a lot of moving parts that need to come together seamlessly to make an event a success. From the caterers to the event rentals to the lighting and sound technicians, everyone needs to do their jobs and do it well.
That’s why it’s so important to establish clear lines of communication with each of your vendors and service providers. Make sure they understand what your needs and expectations are, and get any agreements in writing. Also, make sure you know who to contact in case of any issues arise during the event.
Another important consideration is timing. When will each vendor or service provider arrive, and when will they need to be finished setting up? Make sure everyone is on the same page and that everyone has the information they need to be prepared for the big day.
Emergency Preparedness
Here is a bummer to ruin your party. According to a recent survey conducted by Value Penguin, two in every three Americans don’t feel fully prepared for a natural disaster. When you’re hosting an outdoor event, it’s important to be prepared for any type of emergency. From medical emergencies to inclement weather to natural disasters, there are a lot of things that could go wrong, and you need to be ready.
That’s why it’s so important to develop an emergency response plan. This plan should outline what to do in case of various emergencies, who is responsible for responding, and how to communicate with guests and emergency services.
Some key components of an emergency response plan include having first aid supplies on hand, having access to reliable communication systems, and designating a specific area for emergency responders. You should also make sure that all of your vendors and service providers are aware of your emergency response plan so that everyone is on the same page.