Being in the business of organizing and planning outdoor events, or even being tasked to do it for the first time ever as a favor, is definitely not an easy task. Organizing any sort of event is difficult enough, let alone when you have to take into account all the challenges that come with doing it outside in nature or a venue of limited space and features.
Events like weddings, celebrations, and parties greatly vary in function, occasion, and the number of people, as well as themes and decorations. There is so much about it that can go wrong and ruin the experience, which is why the planners and organizers need to take everything into account and make sure it runs smoothly.
If you have an important event coming up that you are in charge of, or if you simply want to learn more about how best to prepare one, you came to the right place. In this article, we will talk about the most important things you need to know when planning an outdoor event.
As mentioned, there are many aspects of even the smallest and seemingly easiest events that are difficult to plan out. Even a children’s birthday party requires a special approach and days of planning. Keep on reading to learn additional information about every little thing that needs to come together for you to be a successful person in charge of wonderful open-air events.
1. Use the Venue to the Fullest
We say the venue, but it is not always a dedicated or rented place where an event is taking place. Oftentimes it is just outside in nature like a field or a forest, by the river or a lake. Whatever it is, you have to use whatever the location is giving you and maximize its potential.
Think about what you can use to make it easier, what sections of the area can be used for dancing or seating, and where you will keep the food and beverages. Using as much as you can means having less additional work so think long and hard about every corner, patch of land, and especially every tree. Half of all the work will be done once you clear out the sections and dedicate them to specific stages of the party.
2. Entertainment and Music
There can hardly be a successful and fun outdoor event without some kind of a musical program. A DJ is more than okay, so is a singer accompanied by a band. However, booking them is the easiest part. They do not come with an audio system. Since you are outside, it will be harder to bring out the cables and find the right spots for the speakers, instruments, microphones, and lights. For the experience to be complete you have to think about how and where to plug everything.
You may need some help with all this, especially the equipment, so make sure to check electromarket.co.uk for more information about audio and entertainment systems. Then there is the problem of where the musicians will be located. They are used to playing their gigs a certain way and you have to provide it to them if they are to accept the job. For no-nonsense and for the maximum amount of fun and partying, you will need a dedicated stage. Chances are you know nothing about stages so make sure to visit this stageconcepts.co.uk for everything about stage systems and concepts.
3. Number of Guests
Depending on the event that you are in charge of planning, there could be between only a few dozen people and a few hundred.
Weddings are the most difficult to deal with in this sense because there are usually people coming from all sides to enjoy the big day of their beloved family member or friend. You will surely get a rough estimate of the guests so make sure to plan out the whole thing according to the number of people expected to arrive.
Have enough room for dancing, prepare enough chairs and other seating arrangements, and think about who sits where and with whom. The venue will be provided based on the number of guests so all you have to do is visualize a bunch of people mingling around, dancing, and just having fun while socializing. Then make it a reality and give them a wonderful time.
4. Food and Beverage
Ah yes, the Holy Grails of every gathering. Something to eat and drink will always be at the top of every single event checklist.
There is a reason we placed it after the venue and guest talk because these two directly influence the quantity and type of food you have to get.
Catering services are your friends here so be sure to get in touch with an experienced and professional company that will provide everything from food and drinks, to plates, cutlery, and waiters. You will cover many difficult aspects of the whole planning if you book a trustworthy and professional catering company.
Finally, after you have dealt with all of the big things, you need to devote some time to the decorations. Flowers are the most important thing and they always look the best when there is an outdoor event to be organized. Depending on the geographical location and the time of year, there will be certain flower arrangements to choose from no matter the florist you employ.
Out of any offer, it is always best to pick the seasonal flowers because they are the cheapest and there are a lot of them available. There are countless options in which you can decorate any type of location, no matter if it is a small garden, a huge and spacious backyard, or a place already surrounded by natural beauty.
Regarding other decoration elements, keep it simple and not too colorful. Let the location and the flowers dictate what you choose for other things. Linens, table centerpieces, and lights are more than enough to achieve the look you envisioned.