No matter what kind of outdoor event you intend to host—whether it be a sporting event, music festival, or farmers market—proper planning is crucial. Without it, you might find yourself and your guests in a rainy, overcrowded, or even hazardous predicament. If you want to ensure things go smoothly and your attendees enjoy the event, let’s review a few tips that will help you plan a successful outdoor event.
Find a Set of Venues
First and foremost, you’ll need to find a venue suitable for your event theme and size. However, you don’t want to put all of your eggs in one basket, so it’s best to look at and compare different venues. Don’t fall in love with one venue only to learn that someone has already booked it.
Ideally, the space you choose should have an indoor and outdoor option, just in case. If not, fabric structures are relatively cheap and reusable. Plus, setting up a foundation for a fabric structure takes little effort, as you can anchor them to almost anything. This way, you can have an indoor setting wherever you need it.
Get the Right Permits
If you plan on setting up a fabric structure, you’ll need the city’s permission to do so, but that isn’t the only permit you’ll need. Depending on your event, you may need a noise permit, an alcohol license, a temporary use and structure permit, and more. Your city’s development services can tell you the exact permits and licenses you’ll need. They’ll also provide you with any local ordinances that you need to follow.
Have a Backup Plan
This might go without saying, but unexpected weather is something you need to account for, which means you need a backup plan. This might look different depending on your event. You may have a backup venue, provide refunds or partial refunds, or have special equipment for inclement weather. However, it’s also important to understand that you can’t plan for everything, and unexpected hurdles may crop up. The important thing is to stay mindful, alert, and flexible.
Keep Guest Comfortable
Keeping guests comfortable is much easier said than done, as there’s a lot to consider. You’ll need bathrooms, shaded areas, hydration stations, snacks, trash cans, and other necessities specific to your event. Ultimately, you should put yourself in your guests’ shoes and think about what they might want and need throughout the day. You may need extra chairs, fans, and umbrellas. The more you plan, the more successful your outdoor event will be.
Ensure the Event Is Safe
If you have food and alcohol at your event, or the event is rather large, you’ll have to keep guest safety in mind. Food needs the proper storage—if you’re not hiring vendors, you need to ensure you have the right equipment to avoid food spoilage. Also, you may want to consider contacting medical professionals so that they can have a tent on standby. Event security services are also wise if you think things might get a little rowdy.
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