Planning an outdoor event?

It is not just about the venue’s space and technical capabilities. Accessibility to the venue is vitally important. Sufficient parking and/or valet parking for event attendees is crucial. No one wants to attend an event if they need to park a distance from the venue. Restaurants and/or available food and beverage services are equally important. And let’s not forget convenience for the media. Are there questionable humans in the neighborhood? Meet with your police department to help determine attendee safety. Keep local police informed about your event and if needed, request sufficient police to help with security and safety. Assign staff to welcome media and VIPs. If performers are participating, use a great production manager.

Always find a venue that you love plan b as much as you love plan a. Will you be devastated if it rains and your guests need to be inside?

When we are looking for a venue, more than looking for a easy to work on venue, we need to think and position ourselves in our customers shoes. What do I look for?, what do I need? , how far is it, distance and driving time? One thing I always think about is: how long do I have to drive to get there vs. how long or how much time I am going to spend in that particular location/activity. If I will have to drive more time than what I expect to spend there, that might not be the best location. Of course, it all depends on the type of activity, but usually a good point to start thinking and considering when looking for the venue.

You want to plan where most of your attendees will be coming from and then find a venue that will hold and service your event, including hotels, transfers, food and parking. You can find the perfect venue in the wrong spot and your event will crash and burn.

All very critical points; how many times have you seen venues on photographs vía websites or venue owners & seeing it in person is much different? Site visits are critical before making a decision...there is something special about visualising physically- it can inspire or turn you off completely. I recommend also you visit or drive by in different weathers & times of day- I promise you will see it differently. Also consider what could lead to discomfort of your attendees & vendors ex. parking.

*Always have a crisis management plan for bad weather *High structures / cranes should have a wind alarm *Use good quality websites to monitor weather such as Windy.com Meteo Alarm and Accuweather. make sure that your PM / HSE constantly check the above resources to give you advanced notice *If you suspect rain then have a water vacuuming machine to hand in your compound areas *Have Pumps placed to shift large areas of water *Be prepared to reinstate fence lines (Wind) *Ensure rehydration stations are across your site *Try to not work outside during the hottest part of the day *Do your site walks early if possible * Ensure you have a complete evacuation plan and that all staff are fully versed in this plan * Have an event recovery plan

I've had large-scale, celebrity, and consumer events that experienced rain. Be sure you have a way to communicate that the event is still on to everyone who RSVPed, and include reminders of why attending is beneficial to sway anyone on the fence. Finally, find economical ways to handle bad weather. Sometimes, it's as simple as ordering colorful umbrellas and distributing them to attendees to use and keep.

What I really find helpful is to put yourself in the guest's shoes. I am asking myself "What would I enjoy? What would I need (if XYZ is happening)". This helps me essentially to not forget small details by imagining the full run-through from beginning until the end.

It may seem easier (and profitable) to call off an event due to bad weather and not offer refunds or credits for future use. However, consider the long-term relationship you build with your customers when you plan contingencies in advance and put in place measures to retain their loyalty although it wasn't your fault that the event had to be cancelled.

If at all possible, try to have a location as a weather backup or at least have a place people can shelter in case of storms. No one likes to make the call of whether or not to use the whether backup, but Mother Nature is not always on the side of the event planner. Here in Florida, the worst thing that can happen is a crowd of people gets struck by lightning in thunderstorm when the event could have been brought indoors (or at least people could have been brought to a safer area) when conditions appeared to be unsage.

As a Singaporean, we all know this too well being in a "fine" country. Here are some less obvious ones: food permits, public music licenses, media classifications, use of portable generators (fire safety related permits), airspace if you're thinking of flying drones,

Saber quais as licenças necessárias, antecipar os prazos para emissão das mesmas, estar com os documentos todos em dia e ordem, trazem tranquilidade ao organizador do evento e ao contratante. Em cada localidade, há uma regra para emissão das licenças. Esteja atento e se antecipe!

Permits can some time delay your project, certain countries have certain policies in place. At times it takes ages to obtain a specific certification, specially if we talk about executing events in governmental sites, where the permission has to be applied at least months before the events, not to forget the rejection and reapplication process. The best way to play safe would be hiring a permits or an admin manager who is familiar with the legalities of that particular area or country.

I believe in underground studies being made about event centres before their patronization. And also double checking if the place has not been booked already.

Check not only what licenses and permits will be needed, but what staffing is required by the venue and local ordinances. Plus whether food and beverage service, including alcohol, will cause issues.

- Choix des participants (à défaut, avoir une estimation approximative du nombre) - Déterminer à l’avance le temps (durée de l’événement), et l’extension acceptable à accorder si nécessaire, - Prévoir toutes les activités à réaliser durant la période, - Baliser le site (avec une équipe de supervision si nécessaire) afin d’éviter les débordements et les activités imprévues, - Mettre en place une équipe d’orientation si nécessaire afin de faciliter la vie aux participants - Prévoir des plans d’évacuation et d’assistance (au cas où). La sécurité ne s’improvise jamais!

Engajar os convidados com atividades que previlegiam o ambiente, as possibilidades de uso do espaço, fazem com quebos convidados tenham experiências muito especiais e gratificantes no evento. Use de criatividade para proporcionar momentos únicos aos participantes. Explore as possibilidades do espaço.

One thing to consider in planning is if there is a specific theme for the event. If so, what activites can contribute to it? Further, which people are attending? Is there anything that connects all of them? Will kids be joining (such as for company events?) Why not adding some bouncy castles then?

Most planners are focused on the activities of the event itself that they might see the opportunities for a digital engagement plan. This allows you to stay connected with the guests who came to your event and even those who may have missed it and may want to participate the next time.

Nichts ist wichtiger als die Menschen zu kennen, die beindruckt werden sollen! Beispiele: A Lassen Ingenieurinnen/Technikerinnen von einem Roboter auf der Bühne beeindrucken - wohl eher nicht? B Lässt sich die gleiche Gruppe Menschen von einem (vielleicht noch nie erlebtem) Theater-Kabuki-Effekt beeindrucken (eher ja)? (umgekehrt alles auf Lehrerinnen beziehen) Nothing is more important than knowing the people you want to impress! Examples: A Are engineers/technicians impressed by a robot on stage - probably not? B Will the same group of people be impressed by a (perhaps never before experienced) theater kabuki effect (more likely yes)? (reverse everything to teachers)

If your event will have alcoholic beverages, please be sure to be inclusive of our non-alcoholic drinking friends. Maybe even having a separate drink station away from the bar where you will serve mocktails. Just because someone doesn't drink alcohol, doesn't mean they don't want a fancy, fun beverage as they enjoy your event.

Regardless of the event type, the food and beverage is one of the stars of the show. As a catering vendor it is your responsibility to provide immaculate service no matter the location. As a client booking catering, cheap doesn’t always mean the way to go. When choosing a catering vendor it is important to look at quality of service and food quality as well as the price tag.

When it comes to planning an unforgettable outdoor event, food and beverage play a pivotal role in leaving a lasting impression. Picture this: delectable gourmet dishes served against a backdrop of scenic views, complemented by a curated selection of fine wines and refreshing cocktails. Our team ensures every culinary detail enhances the ambiance and delights every palate. From elegant hors d'oeuvres to sumptuous main courses, we promise a culinary experience that your guests will rave about long after the event. Let's craft a menu that not only satisfies but also elevates your outdoor gathering to an extraordinary affair.

Use the suppliers recommended by the venue as they have worked that facilities and can provide guidance on food options, trash and quantities. You don’t want to be short of food, but you don’t want to purchase wasteful excess either.

One thing I found, in case of outdoor events is noises make a significantdifference, it's really tough to control over. In some cases plying soft music can be helpful.

Nachhaltigkeit bei Events transportiert sich insbesondere durch die Aspekte Müll, Abfall, Umgang mit Materialien, Entsorgung. Ein Hinweis, der anspruchsvoll ist: diesen Teil der Eventproduktion mit eindenken in die Konzeption - also die Gäste mit zu Akteuren der Nachhaltigkeit machen. Emotional gelingt dies durch: Anerkennung, Belohnung, Dokumentation von Engagement. Sustainability at events is transported in particular through the aspects of waste, waste, handling of materials and disposal. A challenging tip is to incorporate this part of event production into the concept - in other words, to make the guests stakeholders in sustainability. This can be achieved emotionally: Recognition, reward, documentation of commitment.

Pre-Event Planning: Designate Cleanup Crews: Assign specific teams or volunteers responsible for different areas of cleanup. Provide Equipment: Distribute gloves, trash bags, recycling bins, and any necessary tools to facilitate cleanup efforts. During the Event: Monitor Waste: Place visible and clearly labeled trash and recycling bins throughout the venue to encourage proper Post-Event Cleanup: Scheduled Cleanup Teams: Immediately after the event, deploy cleanup crews to start collecting trash and recycling. Inspect Event Area: Conduct a thorough inspection of the entire venue to ensure all waste is properly disposed of. Seek Feedback: Gather feedback from attendees and stakeholders to improve future cleanup strategies.

One little thing that sometimes we miss are the insects. Check the area before, ask if it has mosquitos in the evenings or flies during the day. It is amazing how a little insect can make or break the F&B of an event.

Para la planificación de un evento, hay que tener en cuenta numerosos aspectos para conseguir el mejor resultado posible en la ejecución. De cara a una primera propuesta para poder plantear al cliente, siempre preguntamos: el lugar, zona de la ciudad o preferencia de espacio para realizarlo; la fecha y horario aproximado; el nº de asistentes, la duración , si quieren servicios adicionales asociados al evento; etc. Una vez tengamos estos datos, se puede preparar la propuesta y esperar a que el cliente vaya definiendo poco a poco lo mejor para el evento.

If you are planning a public event that will have a sizable draw, it may be an opportunity to attract sponsors. Sponsors are always looking for opportunities to engage their constituents in face-to-face activities. Sponsorships are a great way to offset some of your event costs and even allow you to elevate your guest experience!

Planning is not an easy task and execution of that thing is at the next level. You should plan but you shouldn't stick to it 💯. There might be little changes and modification as per event passage and there might be some unhealthy events, so all these should be handled with proper management. We can't eliminate all variable factors but can develop the strategy to solve a bad event. So, event planning is an important as well as difficult task that requires unbiased leadership.

Whenever I plan an outdoor event, apart from important checklists like the space and venue, permits, sound system and logistics, I always keep a plan B ready. That is for contingencies and emergency situations. First and foremost : own up and keep the audience informed, keep talking to them 1) Erratic weather - sudden outpour despite the preparation. some interesting nostalgic interactive games. 2) Alternate Plan for a last minute celebrity guest back out moment. 3) Leveraging Technology Use of scan codes etc for audience engagement, with attractive goodies and prizes real time. Drones etc to add to the on stage experience and delight. 3) Keep Buffer ideas ready. To manage tech glitches and logistics delays