Outdoor events feature the unique charm of open skies and natural light. But they have their unique challenges. Planning an outdoor event requires attention to detail and thoughtful preparation. From choosing the perfect venue to ensuring guests’ comfort, each element contributes to a memorable experience.
Here are the seven most important tasks you need to perform to make your outdoor gathering run flawlessly.
Find a Venue
Whether you’re planning a wedding event or a birthday party, the venue plays a critical role. When you’re looking for a space, think of its accessibility, capacity, and backdrop. For wedding events specifically, venues are the highlight of the photos. Therefore, think carefully and consult your wedding photographer to determine the most aesthetically pleasing layout.
Get Relevant Permits
In contrast to indoor events, planning an outdoor event requires permits and licenses. Depending upon the location of the venue and the number of attendees, you’ll need zoning, food and beverages, and gathering permits. Do research beforehand and contact relevant offices to avoid unforeseen circumstances.
Hire a Tent Rental Service
Planning an outdoor event means contacting a number of rental services to get the best items while staying on budget. Event tent rental services are becoming popular because of their affordability and versatility. Several designs are available such as pole tents, clear top tents, and high peak frame tents. A rental service will save you the hassle of setting up the tent. They will also take everything down after the event.
Hire a Caterer
Good food can instantly uplift your guests’ spirits. Start by reaching out to your friends and family for recommendations to help you narrow down your search. Contact different caterers, share your ideas, and ask for quotes. Make sure you verify the licenses and safety regulations of these options. Catering services offer efficient setup and cleanup and have equipment to keep the food safe.
Get Comfortable Chairs
Most of us don’t plan outdoor events every six months, so spending money sourcing and buying chairs is wasteful. Renting chairs is an excellent and cost-efficient solution. You can choose from a large number of colors and designs. Chair rental services ensure your event gives an organized and elegant look. You can also get customized chairs to match the theme or color scheme of your event.
Pay Attention to Power Needs
Outdoor events rely upon natural light, which adds ambiance and cuts down on energy needs. However, it is important to plan for reliable power sources to support lighting, sound systems, and other equipment. This is especially necessary if the event runs late or in shaded areas.
Arrange a Cleanup Crew
Just as you make arrangements to host an unforgettable outdoor event, keep in mind the aftermath of your celebration. Hire a cleanup crew beforehand to maintain the event site’s cleanliness and to protect the environment. They can perform a variety of tasks including waste disposal, collecting recyclables, and ensuring that all areas are left as they were found.
