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Planning an outdoor event can be incredibly exciting or extremely daunting.
The beautiful settings and fresh air promise to give you and your guests some unforgettable memories. But the challenges that come with the great outdoors require careful consideration and planning.
When working in nature you have to be prepared for anything. From unpredictable weather to securing the necessary permits and everything in between. Remember that every detail matters.
Let's take a look at the ten essential things you need to consider when hosting an outdoor event.
1. Check The Weather Forecast
The weather is one of the most important things to keep in mind while planning an outdoor event. It can change without notice and that can have a drastic impact on your event.
The worst is if the beautiful, sunny day turns and suddenly you're faced with strong gusts or a downpour. That is definitely enough to ruin any event.
Always ensure that you watch the forecast before planning your event and the days leading up to it. It won’t eliminate the risk. But at least you’ll be prepared for the expected changes.
You might also want to consider keeping backup equipment around. Tents, umbrellas, and portable heaters can come in very handy if there is an unexpected shift.
Pro Tip: Use weather apps that incorporate map overlays to monitor potential storm paths in real time.
2. Secure The Necessary Permits
Something not many people know is that many outdoor venues require a permit for gatherings. Sounds insane right?
But it’s true, and if you don’t have the required permits you could get into a lot of trouble. So do your research and make sure you have the permits you need in time.
What are the permits for? Permits for public spaces may cover noise levels, parking regulations, and alcohol consumption.
Pro Tip: Use online tools to identify park offices, local municipalities, or zoning areas where you’ll need to submit permit requests.
3. Scout The Location
We all know that a picture is worth a thousand words. But we also know that looks can be deceiving. A venue could look perfect online but completely different in person.
When advertising a venue, the owners put it in its best light but there are a few things you can’t see by looking at a picture.
Crucial details like uneven ground, limited shade, or inadequate parking are not things a picture can show you. That’s why it’s best to look at the venue in person.
Walk the area, visualize layouts for seating, stages, and food stations. Get an idea of what you’re getting into before making the final decision.
Pro Tip: A map of the venue can help you plot key areas like emergency exits, restrooms, and entry points.
4. Plan For Challenges
With a great outdoor venue comes a great amount of tech. You’ll need sound systems, lighting and WIFI. But to run all of that you’ll need power supplies. And those are in short supply in the great outdoors.
Say you managed to get all that sorted out but when the big day comes there’s a power failure. Or bad weather stops you from using what you have. What then?
You’ll need to consider getting portable generators or battery backups. And you’ll need to test all of your equipment before the event to ensure it can run on what you have. And on the power backups.
Pro Tip: Use interactive maps to find nearby power outlets and identify the areas that are best suited for tech setups.
5. Prioritize Accessibility
It might be something you thought of, or it might have slipped your mind. But it’s crucial to know if your venue is accessible to everyone.
This is the last thing you want to forget because ensuring your event is accessible to all attendees is not just thoughtful. It’s essential.
You need to ensure that you provide ramps for wheelchairs, clearly marked pathways, and seating areas close to amenities.
Pro Tip: Use your event map to mark accessible areas and make navigation easier for everyone.
6. Prepare For Wildlife
Imagine attending an event where wild rabbits or swans make an appearance. What a magical sight that would be, right?
Now imagine attending the same event but the rabbits are trying to eat the food. Or a swarm of bugs decide to feed on the guests.
Nature has its own surprises, and bugs or animals can become unwelcome guests at your event. That’s why it’s essential to put preventative measures in place for incidents such as these.
Remember to stock up on insect repellents, citronella candles, and trash-proof bins. This will help to minimize issues that might arise due to wildlife.
Pro Tip: Maps can help you identify water sources or wooded areas prone to insects. This allows you to adjust your layout accordingly.
7. Establish A Parking Plan
Have you ever been to an event where you couldn’t find parking? Or where there’s so little parking that you had to walk a good way to get to where you needed to be?
It can be annoying and daunting. But that usually happens because parking and transportation are often overlooked even though they are crucial parts of successful events.
So, when you decide which venue you’re going to use you can start scouting nearby parking lots, arrange shuttles if needed, and create a clear system for parking.
Pro Tip: Share a digital map with attendees. This can show them the parking zones; shuttle stops and walking paths to the venue.
8. Consider Restroom Facilities
Another thing many event planners forget about is that many outdoor facilities don’t have adequate restroom facilities.
And we all know that you can only wait so long before nature insists. So, what can you do to ensure your guests' needs are met?
You may need to rent portable restrooms to ensure that you have adequate facilities. And you can place them strategically to ensure everyone has easy access.
Pro Tip: Include restroom locations on your event map to make it easier for guests to find them.
9. Prepare For Waste Management
Waste management is essential for every event. But when it comes to outdoor events, it's even more important. Things can get messy pretty quickly if it isn’t dealt with effectively.
But this is something you can deal with pretty easily. You can set up trash bins, recycling stations, and compost areas to keep the venue clean and eco-friendly.
Pro Tip: Use a mapped layout to evenly distribute waste stations throughout the event space.
10. Communicate With Guests
The usual lines of communication with guests are pretty straight forward. We always share crucial event details like time, location, dress code, and what to bring.
But that’s not all we need to pay attention to. You need to follow up. Ensure that all your guests can still attend. Keep them posted about the weather and any crucial changes that may arise.
You need to ensure that they have all the details they need and that they are fully up to date at all times.
Pro Tip: Create a digital event map that guests can access on their phones. This can show them everything from the main stage to restrooms and first aid stations.
Why Is Map D Your Secret Weapon?
Whether you want to visualize your venue layout or communication with guests, Map D can simplify outdoor event planning in countless ways.
Map D not only helps you stay organized. With features like interactive maps, you can ensure your guests don’t get lost. And we provide a clear and user-friendly app for your attendees to use.
With Map D, you’ll be able to plan your outdoor event with ease. And ensure that yours will be one of the few your attendees will remember.
So go ahead, plan that dream event. Just don’t forget the sunscreen!