Outdoor events are the perfect way to bring people together and have fun. Whether you’re hosting a corporate event, local games day, or outdoor family gathering, you can get outside in nature and socialize with a variety of people.
While you might have hosted an indoor event at some point in the past, it takes a little extra planning to take things outside. You have to account for the weather conditions, noise levels, and public access to the area.
Below, we’ve covered some of the most important things that you need to do when hosting an outdoor event to ensure a successful and enjoyable day for you and all of your guests.
Consider Your Equipment
There is some general equipment that you will need for any outdoor event, such as a radio or TV for audio and visual entertainment equipment, or tables and chairs for your guests to relax during the day.
Depending on the type of event that you are hosting, you might also need extra equipment. If you’re hosting a sports day, you’re going to need goal posts, cones, balls, and racquets. If you’re planning a corporate event, you might need Projector Screen Outdoor equipment for digital presentations.
Find a Great Venue
Before you can plan the logistics of your event, you need to find a place to host it. Are you going to hire a popular outdoor venue? Do you plan to use an open field for your event?
If you decide to hire somewhere, the venue owner might be able to help you out with the planning and preparation of the event. You will need to consider the number of guests that are coming and any special features that you’d like to have, such as lighting or decorations.
Another important, but often overlooked aspect to consider is whether the venue has good restrooms. Make sure to check both their quality and quantity. But don’t despair if you think there are not enough restrooms for your event needs. You can always find affordable restroom trailers for sale and use them as a backup. When it comes to bathroom lines, fewer is always better!
Check Whether You Need a Permit
Depending on where you are hosting your event, you might need a permit. Some cities and towns require you to get permission to legally hold an event outdoors because they can be seen as disruptive to the public or a safety hazard.
You might need to provide the details of your event to the local authorities, such as the number of attendees, the potential noise levels, the time and date, and the food or drink that you plan on serving. If you want to have alcoholic beverages available at your event, you might need a specific permit for this.
Consider Accessibility
Having an easily accessible venue is important to ensure every one of your guests is comfortable and content. You might have disabled individuals attending the event so your venue must be wheelchair-accessible and should have parking nearby.
Your venue must also have lots of signage (including ADA signs) and clear lighting to help those with limited vision or blindness. Before your event begins, take a walk around to check for any signs of inaccessibility and address them before your guests arrive.