For countries with seasonal changes, summer only lasts a few months. Its beauty and warmth is gone in a few months’ time and during that time, why not make the best use of it? Many love to plan events in the great outdoors when the weather and climate is just right. Outdoor events can add little more excitement, uniqueness and beauty to your event while giving it a lively effect. But along with the many positive points in planning an event outdoors, comes a set of challenges that you will have to face as well. This article will provide a rough guideline about the basics that you need to consider when hosting or planning an outdoor event.
Before planning anything else about the event, the first thing is to check whether the event can be held outdoors. Not every even can be turned into outdoor events. For example if you’re planning to hold a conference on engineering or technology you will be better off in a conference hall or a convention center. And also think about the crowd who will be participating. If the event is for old aged people, outdoors will not be a good option whereas for children, it will be smashing idea.
The next step is to select a venue for your event. Even the use of certain public parks and grounds require obtaining special permission. Also, talk to relevant authorities and see to the capacity, number of people that can be accommodated and other facilities like washrooms and availability of sanitary facilities. See if the management of the venue can provide you with certain equipment that you require or whether you need professional audio visual solutions.
Having an outdoor event gets a little more complicated when you have to find the equipment to support events. See if the venue provides you with a portable generator. If not, you might as well find one. Decide how many microphones you will need, whether you require a DJ for your event and whether you require visual equipment (projectors, screens etc.). A better option will be to seek professional audio visual solutions, who will cover all such required equipment at a fixed price. Extra things that might come in handy for you are duck tape, extension cords, multi plugs and other such minor items.
This is one thing that you cannot control when it comes to planning and outdoor event. But the best option available for you is to always set the dates on periods with minimum rain fall and heavy winds. Always have a backup plan as to what you could do if it rains. See if you could get any insurance claims due to bad weather situations relating to equipment and venue rental and finally pray to God for good weather.