Outdoor events automatically have a flare of ambiance. Some of the most beautiful weddings and parties we’ve planned have been in nature. However, outdoor events may have a list of intricacies that can be easy to overlook.
Whether you’re planning an outdoor birthday bash, luxury wedding, fundraising event, bridal shower, corporate conference, or a different outdoor event this fall, we have some wisdom to share to make the planning process smoother. Proper preparation is the foundation for ensuring your swoon-worthy outside soirée goes off without a hitch.
Here are nine items to remember when planning your outdoor event this fall.
1. Figure Out if You Need a Permit
Can you imagine planning your event for months and then getting shut down because it requires a permit? Many outdoor spaces require special permits to hold an event there. Be sure to look into this and cross all your T’s. Don’t risk it. Don’t ignore it. Do things right. Obtain a permit if you need one, and rest easy. Types of permits you may need include:
- Noise Permit
- Alcohol license
- Event Permit
2. Check Up on Ordinances
Once you’ve determined the permit requirements, look further into any city ordinances pertinent to your event. Is there a noise ordinance that prohibits noise after a specific time? This may influence the time your event starts and ends. Are there any fire and safety codes to be aware of? The latter may affect how many people can attend your event and ticket sales for fundraising events and galas. If you have an event planner, they’ll handle all the logistics, so you don’t have to.
3. Factor in Loading and Unloading
Outdoor events typically require longer “loading in” and “loading out” times, so it’s essential to factor that in when planning arrival and departure times. This includes arrangements for power, security, sanitation, decorations, and any other elements that require setup or preparation. Give yourself more time than you think you need as a cushion for mishaps and problem-solving.
4. Map It Out
A great way to figure out your venue’s logistics is to take photos of your venue and create a map-like sketch to use as a reference in your planning. Use pins to denote where your vendors will go, where your guests will sit, where the entertainment will be, etc. You should also meet with your suppliers at your venue in advance to coordinate loading, parking, setting up, and other logistics. Make sure they’re on board with your map.
5. Pay Attention to Power Needs
Whether you have a DJ, band, or other entertainment, they will most likely require power. Food stations may need power. Areas with lighting will need power. Make sure to have plenty of access to power sources and extension cords if needed. Check the power load per plug. It may be wise to have a backup power system on standby.
6. Make the Comfort of Your Guests a Priority
When hosting an event, you want to be as accommodating as possible to your guests and prioritize their comfort. Outdoor events may be hot, so have plenty of drinking water available and accessible. Consider handheld fans, misters, or portable air conditioners. If your event is in the dead of summer, these elements are essential for keeping your guests at your event and ensuring they are comfortable and well taken care of.
If there’s a chance of wind, anchor everything down securely. (No one wants to take a lawn chair to the head.) If there’s rain, bring in tenting and supply guests with umbrellas.
7. Prioritize Sanitation
Many hosts may put sanitation on the back burner or don’t even give it a thought during the planning process, so we’ll be your reminder: keep things sanitary! Neglecting to have restroom facilities nearby or having unpleasant toilet facilities can make the worst impression on your guests and ruin your event. When making sanitation arrangements, have enough for the guests and crew.
8. Determine How Much Light You’ll Need
If any part of your event will take place at night, you’ll need to supply sufficient lighting. A string of whimsical lights is gorgeous but will not amplify enough for an entire event. It takes a lot more than that to light up an event. Ensure proper lighting for exit paths, walkways, and parking areas for safety and convenience.
9. Monitor the Weather
Weather isn’t usually a significant concern for indoor events, but poor weather can drastically affect outdoor events. Weather is the number one reason people cancel events. Monitor the weather frequently and always have a backup plan so you don’t have to cancel the event you put your blood, sweat, and tears into.
Don’t let the logistical intricacies of planning an outdoor event stop you from making your vision come to life. If your heart is set on an outside venue, take the proper steps, plan accordingly, and don’t overlook the big and small details that can make or break your outdoor event. We’d love to chat if you need a corporate event or party planner in DC., Dallas, or Los Angeles. We’ve planned countless outdoor events and know how to work around every weather eventuality.