Whether you have a wedding coming up, a corporate event or just a fun family gathering to plan, outdoor events are the way to go, especially in the trying times of Covid-19.
Being out in nature is not only safer in that regard, but gives a fresh and relaxing atmosphere to your event that everyone will love. However, some specialised planning will need to go into an event like this. Here are a few things you’ll need to have.
If you fail to plan, you plan to fail. As much as we think we can rely on those nifty little weather apps we all keep on our phones, we must admit that they’re not always right. Preparing for weather conditions by setting up a tent is always a good idea.
With a tent, you’ll be safe if the skies start looking a little grey and if the peak summer sun hits your party and starts turning your guests into lobsters. Shop for the best party tents in the size and material that will suit your needs.
Your seating arrangement and the type of seating you want to use will depend on the event you’re hosting, but the bottom line is that nobody wants to be sitting in the dirt.
If you’re hosting a picnic or an outdoor movie night, blankets and cushions over the grass will suffice, but if you’re hosting a wedding or a sit-down meal, you’ll want proper, comfortable seating.
Find out if the outdoor venue you’re hiring supplies seating; otherwise, look for places where you can rent them for a reasonable price.
A key thing to look for in your outdoor event is whether or not they have (good and clean) bathroom facilities. This is absolutely crucial for any event production, especially if it’s a bigger, longer and more formal do.
If your venue doesn’t have these facilities, and you’re set on it, find out where you can hire good portable restrooms. You don’t want your guests having to head into the bushes – and we can assure you they don’t want this either.
If your event is hosted in the morning or afternoon, you shouldn’t have to worry too much about lights. Natural lighting in the great outdoors should be perfect for a light and breezy event.
However, if you’re hosting a late afternoon-evening event, you will need to hire some lighting. Keep in mind that lighting your event means more than simply being able to see – you’ll want to use your lighting to set the mood and create an appropriate atmosphere.
Think multicoloured lights, fairy lights, lanterns or even big spotlights, depending on the nature of your event and the mood you’re going for.
Of course, one of the most significant benefits of hosting an event outdoors is the vast space you’ll have for your guests to move around and mingle and for children to run and play if there will be little ones attending.
Consider how many guests you’ll be hosting and check in with the venue to ensure that the space is big enough to comfortably accommodate everyone (as well as all your equipment!).
Whether you’re hosting a sit-down meal or not, you’re probably going to be providing refreshments of some sort at your event. This means you’ll need to ensure you have enough tables to lay it all out.
Once again, find out if your venue will provide this for you, see if you have anything you can bring from home or otherwise, and rent out some tables to use on the day.
Speaking of refreshments, this is another thing you’ll want to put proper thought into. If your event is less formal, you might not be having a sit-down dinner, and you might only have benches for your guests to sit on.
Consider how your seating arrangements will affect the food you serve at the event – you shouldn’t be providing a roast chicken dinner if your guests don’t have anywhere to sit and eat it. A more casual seating arrangement calls for finger foods and more snackable treats.
Like any event, hosting outdoors has many pros and cons. So long as you think ahead and plan everything thoroughly, you should have a roaring success!
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