Outdoor events are often the ones that people get most excited about. That something different that sets your event apart from others events.
During the pandemic outdoor events became very popular as meeting indoors wasn’t an option.
Even though restrictions have now ceased across the province and across Canada and indoor events are now allowed outdoor events are still a great option - especially during summer and early fall. But how exactly do you go about planning an outdoor event?
Planning an Outdoor Event - Where do you start??
There are numerous things you may need to consider when planning your outdoor event, some of which you may not have considered. Here are our tips on how to plan an outdoor event that works for both you - and your guests. That is what makes a successful event that is memorable for all the right reasons!
Space
The most important factor for any event is finding an appropriate space, the same can be said for outside events. Here, you have a couple of important things to consider.
Firstly, how big does your space need to be? Are you planning to invite 100 guests, or is it likely to be more? Questions like this will help you narrow down potential venues and give you the best idea of how much space you need for the number of attendees.
Accessibility
Accessibility is also key. One great tip is to think about your event from the audiences’ perspective. If the venue is difficult to get to from major towns and cities close by, and is the event site work for all ages??? Would you or those you want to attend be able to still go to the event? How you decide to answer these questions will help you with your planning. Ideally, you’d want to find an outdoor venue or space that has parking or has great local public transport links. You should also consider accessibility for those with disabilities. However, this can mean a few different things. People with physical disabilities should be able to get around the venue easily, meaning things like ramps and paths should be present. And that doesn’t just mean for someone is a wheel chair. With young families comes strollers and so much more.
Think about baby boomers aging and more people with not only mobility issues, but joint and with chronic pain. Many families today are facing challenges for young and older members of the family. They are having to think about low lighting, adequate or low sound and quiet spaces and/or well-lit areas or electronic devices for communicating or entertaining? And is your event limited to certain ages as in “no children” and what are your plans if children must come? Caregivers, babysitters and/or an activity area? There is a lot to consider. Ask your guest what they need is best advice we can give. Then you will lower your event planner’s and/or your stress and have very little surprises.
On the other hand, those with sight or hearing loss may need support from interpreters if there are speakers and speeches at your event, for example.
Catering
Refreshments often form a large part of any event, and outdoor events are no different. Ensure your guests have enough options for food and drinks during your event. Outdoor catering can help to provide a whole new take on the theatre of food.
Outdoor spaces lend themselves well to barbecues, or hog roasts, while also being flexible enough to host more traditional catering styles. You also need to account for different dietary requirements. This means that vegetarian, vegan, and gluten and dairy-free options are an absolute must. It’s also extremely important that you, or your chosen vendors, ensure all areas serving refreshments are kept clean and sanitized. This is especially important when handling glassware and other reusable items. Across our events spaces you will have to ensure all of your guests and our staff are kept safe. This means following strict health unit and cleaning procedures to ensure contact points are germ free.
Additional Facilities & Seating Areas
By ‘additional facilities’, we’re referring to bathrooms. Not the most exciting part of your planning, but probably one of the more important things to consider when planning an outdoor event. Will you need accessible bathrooms? You should have at least one on site close to ceremony, cocktail seating and dining area.. Seating areas are also an integral part of planning any outdoor event. While you’ll want guests to explore the outdoor area you’ve set up, it’s important that you give them a chance to sit and relax too. Be sure to use a variety of seating arrangements to suit the physical needs of your guests. A combination of sofas, chairs and bean bags would give everyone a chance to get comfortable. Furniture with arms allow those with less strength and mobility issues to be able to sit and then get up comfortably and safely. If the venue you’re considering doesn’t have these facilities, then it might be worth rethinking if they’re the right option entirely.
Weather
Southern Ontario and being on the Lake Huron coastline means weather is hard to predict. It will keep you - and all of your wedding vendors and guests on our toes. You should keep this in mind when planning your own outdoor event. Gazebos and other forms of cover should be kept on hand in the event of a poor weather forecast or a sudden downpour. You could even set a gazebo up for guests to shelter from the sun if it’s a particularly hot day.
Power
How are you planning on powering your event? This could be overlooked in the planning of your event but, if you’re in a remote area, then it should be high on your list of priorities. It will be appreciated by your catering company, your vendors and especially your guests and yourselves. Whether you’re powering a coffee machine or a full sound system - you’ll still need the same access to electricity. Extension cords are one option here and can be used to connect indoor power supplies to electrical equipment outside.
However, if your event space is more remote, you may have to consider getting hold of a generator or generators as your main source of power.
You’ll need to ensure that all your equipment is powered by the right source. For example, a coffee machine shouldn’t share an extension with powerful sound equipment. Your venue’s site manager should always be available and on hand to advise you appropriately. Make sure that is part of your contract you sign with your site vendor.
Lighting
Depending on what time of day and year your event is taking place, you will need to factor in lighting.
All evening events are going to need some sort of lighting - even in summer. You must think about inclusivity and consider those with visual impairments who will benefit from additional lighting outside for event area, pathways and to washrooms and your coveted space in case of weather issues.
It is also worth considering any other audio visual equipment you may need and how it will work outside. We recommend lighting all exits and walkways to minimize the risk of any accident or injury. Car parking areas, if near to your event space, should also be well lit for the convenience of your guests.
Packing Down & Clearing Away
We’ve left one of the most important bits of planning until last because, well, it happens right at the end. Just because your outdoor event has ended, unfortunately doesn’t mean your job has. Packing down any equipment at the end of the event is a tough job, but needs to be planned just as thoroughly as the event itself. If your event involves large pieces of equipment, or some stage building for example, then ensure you have hired help and transport arranged to come and help take these all items away from the venue.
Planning ahead will save you, time, money and means less stress
Why Not Take it Outside: The Benefits of Outdoor Events
Outdoor events have plenty of benefits. Whether you’re hosting a wedding, family event, a music event, a team building retreat, or conference, planning your event outside has its advantages. Firstly, it’s something a bit different. Not every board meeting, for example, has to be how we see them on TV or in films - it’s 2023 and the world of event planning and business is changing rapidly.
Creativity
In many ways, you have more creative freedom when planning an event outdoors. You get to customize the space more than you would indoors. Hosting an outdoor event means you’re no longer bound by four walls - you can let your imagination take hold and make it your own.
Mental Wellbeing
Being outdoors has also been proven to improve your mental wellbeing. This means that, in addition to all the vitamin D you’ll be getting outside, you’ll also help boost the mood of your guests. This is why hosting a wedding, family life event or celebration, corporate team-building activity day would work so well at an outdoor venue. Employees will appreciate the change of scenery and are more likely to actively engage with the activities you’ve planned for them.
Something to Remember
Finally, like we said at the start, outdoor events are always ones you eagerly await in your calendar. We’re not saying you can’t have fun indoors - we think events held outdoors are often the most memorable. Moving an event outdoors immediately sets it apart. If it’s a team building day outside or a business networking day with a difference! Consider setting up outside for that wow factor. Why do something that’s done before when you can make something unique? These are just a few of the advantages of hosting an outdoor event. Add some excitement to your next event by using the fantastic outdoor event spaces around Grey-Bruce and our services and menu selections by Culinary Catering Inc.
Let the planning begin……
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