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Outdoor Events

October 08, 2014 Author: admin Category: Event Planner Tips, Event Production Tips  0 Comments

Planning an outdoor event, whether it is for the beautiful weather or the beautiful view, can present a number of logistical challenges. The number one rule in planning an outdoor event is to plan ahead.

Here are some challenges and considerations:

  • Permits

Permits may be required for some needs, such as setting up a structure.
Check with your city, state, parks department or township for requirements.

  • Insects

Are bugs going to be an issue? How are you going to protect your guests?

  • Power

How are you going to power your event? Will you need to bring in generators?

  • Restrooms

Can guests use nearby restrooms or do you need to rent portable restrooms?
Modern portable restrooms can include air conditioning, and automatic faucets.

  • Parking

Are guests going to be able to park in close proximity to your outdoor event?

  • Staging and Seating

Will you need to rent tents, tables, chairs, risers, bleachers, flooring, etc.?
What needs to be covered for decoration? How does this affect the lighting and sightlines?

  • Safety

Pay attention to any safety or security regulations required by various rental partners.
How will wind, rain or nature affect the safety of your guests?
Take precautions to ensure the safety of your guests in high temperatures or direct sunlight.

  • Heating and Cooling

Will it be too hot or cold for your guests to be comfortable? Consider renting heating or cooling units.

  • Added Costs

It can be costly to bring in all of these extras that may already exist in an indoor venue, such as power, flooring and restrooms.