This year, our regular summer events may not go ahead as planned but it always pays to plan ahead and ensure you’re covered should things move forward.
Planning an event that takes place outdoors can be a challenge at the best of times. Some things don’t have to be perfect, but there are some that need to be done right. We take a look at what you need to consider for your next outdoor event to ensure it goes off without a hitch.
- Consider the weather
While this can be very unpredictable and it isn’t your fault if the weather isn’t ideal, as an event organiser you need to ensure you have a back-up plan. This doesn’t have to mean cancelling and rearranging; it can be as small as having marquees or tepees on the site for guests to stand and sit in until the weather blows over.
If it is a rain-off and cannot be done outside, look at having marquees available to fit all of those attending in. If providing a cover is not a possibility, consider making your event a ‘come rain or shine’ situation and state this clearly on the booking page so people know.
- Restroom facilities
When it comes to any event, the toilet facilities are an element with no movement for mistakes. Make sure you have enough toilets for guests and staff. Also, consider what toilets suit your event.
If you’re planning an event that has different ticket tiers, you may want to consider luxury toilets, like the ones available from Fortis Hire, for your VIP ticket holders. Unlike your classic portable toilets, these luxury units feature hot water, heaters for the colder months, mood lighting and provide soap and moisturiser, hand towels and toilet paper.
- Keep guests comfortable and safe
The number-one priority of every event is to ensure guests are having a good time and are comfortable. This can be done by ensuring there is enough seating featured around the event and letting those that are attending know if they’re welcome to bring their blankets or chairs with them so they can prepare.
It’s also important after recent events that you consider hygiene. Have hand sanitizer available should people want it and ensure soap is stocked in the toilets for people to use.
Little touches can go a long way, especially when the event is outside and may need a little more preparing for than normal. If your event is on during summer, look at having drink refill stations installed so guests have access to water. Hydration is vital, especially in the summer months so it’s important to encourage this to reduce any illnesses such as heatstroke and dehydration. As well as water supply, consider setting up sunscreen stations to encourage use – these can also help to prevent sunburn and heatstroke.
- Clean up
While you will encourage guests to ‘leave footprints, not rubbish’, they may still make a mess. If you are hiring the land for your event, you should also look at hiring a team of cleaners and volunteers to help clear anything which has been left behind. If you want to host the event again on the same plot, it’s important the space is left how it was found at the beginning.
Hosting an outdoor event can be a fun experience. Take into account these essentials and your event will be a hit!