Unlike an indoor event, when you hold an event outdoors, there are a lot more elements involved that are out of your control. For this reason, it takes additional planning in order to carry off an event that is memorable and impactful. Here are some of the key things to do when you are responsible for delivering a successful outdoor event:
Enclose Your Space
The first thing you need to be concerned with is making sure you mark the boundaries of the event space. If you are using an enclosed area for your event, like a backyard or a garage, then you probably have this covered. But often people want to use only part of an open space and this requires that there are boundaries set up to contain your event attendees to in the areas intended.
The best option is to do this is to use some type temporary fencing to enclose the space. This fencing can be purchased at local large hardware chains and can be reused for other events, or hired from a party rentals business. This fencing can enclose some or all of your space and works well in combination with any natural barriers that are present. It also allows you to create entrances and exits for your event.
Consider placing an outdoor gazebo at each entrance. This will allow you to sell and collect tickets for your event, mark off attendance, or to hand out any relevant information to attendees. It also moderates traffic flow and gives you a count of how many people are attending the event. Many event organisers miss the opportunity to utilize the entrance to set the tone and mood for their event, but you shouldn’t overlook this. Setting up a gazebo can demonstrate to those attending that your event is well managed. You should decide on the type of gazebo to use base on your budget and theme for your event. Whatever the case, make sure you buy a high-quality one made from steel
Direct Attendees to Important Areas
How many times have you attended an event and felt a bit lost, or not discovered something until it was almost time to leave?? There will often be lots of things going on around you, and it’s important to create visual focal points so that secondary attractions and stalls at your event get noticed. A great idea is to erect a customized marquee for stall holders, information booths and event shelters that get noticed because they stand out from the crowd. Marquees can be covered with any branding or messaging you want and because they are enclosed, you can actually have an event within an event. This will allow you to provide additional entertainment, shelter or chill-out spaces for your attendees.
Always Keep an Eye on Guests
You should have people from your team mingling with attendees to make sure that the event runs smoothly, and to identify any pedestrian traffic or safety issues. If food is circulating make sure the servers pay attention to guests and are asking if there is anything that can be done to make them more comfortable. People remember this type of service and talk well about the event. To add to their comfort, especially if it is an event during a hot day, consider putting up a custom canopy or two to shade them. This can also be covered with messaging, so it is another opportunity to increase brand awareness with your customers.
Planning and execution of an event go hand in hand, so be sure to plan everything out first on paper and then make sure you have all the things you need to make the outdoor event a success.