Planning an outdoor event allows for flexibility and creativity. No matter what your theme is, the nature around you makes your special day aesthetically more appealing. However, there are plenty of things to consider when opting for an outdoor event. As your event planner, we have compiled a list of tips to help your outdoor event planning process go as smoothly as possible. So here are 7 things you need to know when planning an outdoor event.

1. Do You Really Need an Outdoor Event? 

When considering choosing an outdoor venue for an event, the first step is to determine if your event will work in an outdoor setting. You want to pay attention to the type of event you’re hosting. If you want to have a wedding, birthday, engagement party, then you can definitely go for an outdoor venue. It will allow room to play with a variety of themes. Fresh air and natural sunlight will complement the event ambience. 

On the contrary many events are not suitable for being organized outside. For instance, if you have a conference related to technology or electronics, then keeping the event indoors is better. For such events, you have to manage all the electronics, and have specific set ups which may be difficult to host outdoors. Therefore booking a conference room or a party room may be a better option in this case.

2. Choose a Suitable Venue

Once you are certain that your event can be outside, the next step is to choose a suitable venue that fits your event theme. There are plenty of parks and outdoor halls that you can opt for. You may need to research first before finalizing a venue. Make sure to also keep some alternative options in case. There are plenty of things to consider about the venue when planning an outdoor event.

Things to Keep in Mind When Choosing an Event Venue Choose a venue that is comfortable for your guests and does not have traffic noise. The location is important as you do want your event to be at a reasonable distance so that your guests have no problem attending the event. Look for a venue that has a parking area of its own.I f there’s no reserved parking for guests, consider having parking areas in close vicinity to your venue so your guests do not have difficulty finding parking. See the size of the venue and its capacity. Is the space offered enough for your guests? Check out the services being offered at the venue like the seating arrangement and catering services. Make sure the venue has an arrangement of portable toilets. Do not forget to check the online reviews about the venue before booking it.

3. Weather

This is the most important thing to consider before planning an outdoor event. Plan your event keeping the forecast in mind and choose a sunny day that has lots of sunshine and fresh air without any chance of rain. However, since weather can be unpredictable at times, make sure to have a backup plan. This may include portable decor, or choosing a venue that has both indoor and outdoor space. This way, as a backup, you can move your event indoors. Check out our video from one of our outdoor events last summer.

4. Outdoor Tent and Lighting

Tent your event. Consider canopies over tables or a marquee. It is highly recommended especially on a bright hot summer day, or when it gets too windy. It will minimize the exposure to sunlight. In case of a breeze, tenting will provide a shelter to protect your guests, delicate decorations and props.

Lighting is the most important factor to consider when planning an outdoor event. Not only is it important for the safety of your guests, but it is also a fantastic way to illuminate your summer soirees.  You can create a stunning ambience with lighting.  It is an excellent way to bring attention to certain features. Use coloured lights that match your theme the best. You can consider under-bench trim light, ceramic lanterns, metal candle holders, outdoor pendant fixtures, paper lantern string lights, glass lanterns, and globe string lights. You can also add fairy lights to the greenery for garlands or create a waterfall with delicate strings of lights. The possibilities are endless.

5. Mix Elegance and Minimalism

There are a lot of ways to make a bold and elegant statement. When planning an outdoor event, there are a number of versatile themes you can consider. One of the hottest design trends we see for outdoor event spaces right now include a monochromatic colour palette. Create a variety with textures and textiles. Add textures into your event design to give the decor additional depth. Choose one color and refine it into different hues, tints and shades to elevate and give your event an aesthetic look. There are many other color themes to consider like analogous, complimentary, triadic and rectangular. 

6. Equipment Arrangements

Planning an outdoor event can be more challenging than an indoor event when you have to set up all your electronic equipment outside. You need lights, generators, Wi-Fi access, speakers, heating, and cooling systems. You may need to hire vendors to set things up which may result in additional cost for the event that you initially anticipated. Creating a list of all the equipment that you may need in your event will make sure you do not miss anything. Make sure that your venue has enough outlets for your electrical devices in an outdoor event.

Create a list of all the equipment that you may need in your event. List the items that you may have to rent like generators and speakers much before the event day to make sure that everything is ready on time. Make sure that your venue has enough outlets for your electrical devices in an outdoor event.

5. Take Care of Safety Protocols

This is a new addition to event management since the pandemic, and probably the most important factor to consider. How can you make your outdoor event safer?

A good way is to avoid larger gatherings and choose a bigger venue to ensure social distancing. The venue should be open and big but with few people so that everyone can have a 5 to 6 feet distance. Also make sure to provide masks, gloves and hand sanitizers to your guests.

Another Good Tip: Instead of appointing a person to provide sanitizer to the guests, install a sanitizer station which is very popular these days in many public settings. It automatically pumps out an anti-bacterial gel and your guests can easily sanitize their hands when they enter or leave.

Regardless of the event being hosted indoors and outdoors, the level of elegance and sophistication of an event can be maintained with good management and creativity. Plan your event well in advance so you do not experience any difficulty on the event day. Make sure to also add health and safety protocols while planning the event. Keep your guests comfortable with proper seating arrangement and fresh food. Outdoor events are a great way to take advantage of nature and do something a little different. So make sure you take advantage of it this summer. If you have a date in mind, we have a plan for you. Give us a call and we can help you plan a fun, summerlicious event that you truly desire.

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