What to Consider When Planning An Outdoor Event

Posted on October 31st, 2017

For any event, there are a variety of factors to consider and carefully plan for. From venue requirements to number of attendees to the type of event, certain things impact the setup and logistics and require extra care and attention to detail.

However, outdoor events come with their own set of challenges. When it comes to planning an event outdoors, there are a number of things to keep in mind so you aren’t faced with last minute emergencies. For your next outdoor event, be sure to plan for the following factors:

Temperature and Weather

Although it may seem like an obvious one, the weather can have a huge impact on your outdoor event. Not only do guests not want to be subjected to extreme weather, but neither does the production team that has to get everything ready for show time. A wedding ceremony might only last 10 minutes, but the team constructing it may have to work for hours. That’s why it’s important to be sure you’ve planned ahead and have been tracking the weather forecast in the days leading up to the event. Of course, certain things are beyond your control, but if you know it’s going to be extremely hot you can have cooling areas, tents, fans, etc to help both guests and those setting up stay cool. Likewise, if it is supposed to rain at a certain time, you can try your best to plan the setup during dry times.

Distance From the Loading Area to the Event Space

If the closest loading dock/gate/parking area is a great distance from the actual location of the event, how will everything get to where it needs to be? Most production equipment can be very heavy and not easily transported across great distances.

Picture this. You get to the event space and pull up to the loading dock and start getting everything unloaded. But when you start taking it to the event space you realize it’s much too far to simply carry it across a long stretch. Now what? That’s why it’s so important to check with the venue in advance to get a sense of how far the loading area is from the actual event space so that you can be prepared. You should also ask what they suggest – whether that be bringing your own rolling carts, or if they have venue approved vehicles to assist.

Electrical Outlets

At many outdoor event venues, there are very few electrical outlets. Sometimes there aren’t any at all. That’s why it’s important to know how many electrical outlets you’re working with and where they are located in advance. Chances are you’ll have to run wires from the closest electrical source, which can cause a number of other obstacles. Running long cables can be a liability in more ways than one. If not properly fastened, someone could trip, not only injuring themselves, but also potentially yanking your cables and damaging the cords and the equipment they are connected to. Be sure your team knows the proper protocol for securing cords to avoid any possible accidents.

Lighting

Outdoor events can get very dark at night, so it’s important to ensure all areas of the event space are well-lit. This includes lighting for exits and walkways. Lighting for outdoor events can be tricky. You can test it out numerous times during the day, but you won’t know the actual outcome until night falls. However, if you plan ahead and scope out the event area ahead of time, you should have all the necessary equipment with you to ensure the lighting is just right.

Create Your Own Plan B

When planning for an outdoor event, it’s also important to have a plan b, or a backup plan. The weather can be unpredictable, and an alternate plan should be in place in case the weather takes a turn for the worse. From the production company’s standpoint, you cannot always wait around on the event coordinator/client for this information. Most of the time they have so much going on that it’s hard to get all of the details for the original plan, let alone the second game plan. Having your own plan b will ensure the installation is still just as seamless as originally anticipated, despite any surprises that may pop up.

All of the factors mentioned above came into play at a recent wedding POHP provided rentals for. Held at the Atlanta Botanical Gardens, it was an extensive set up that had our team in the sun for a large majority of the day. With an outdoor event of this size, there were many obstacles and challenges that popped up, but our team was prepared and the event went off without a hitch. An absolutely stunning setup, it was definitely a day the happy couple and their guests will remember for years to come!