A Guide To Planning A Small Outdoor Event

October 3rd, 2017 | by Mack A
A Guide To Planning A Small Outdoor Event

Are you considering putting on an outdoor event? Outdoor gatherings can be challenging and do require a lot of planning and preparation prior to the event, that said, you can still run a successful event if you are willing to work hard and cover every eventuality. If you are lucky enough to get beautiful weather, you can create a truly unforgettable event for all involved.

Is an Outdoor Event the Right Way to go?

Choosing to hold your event outside opens up numerous possibilities, you don’t have to worry about space and it offers a lot of flexibility. You can create a wide variety of events such as:

  • Music festivals
  • Culinary events
  • Sports events
  • Charity fundraiser
  • After party
  • Barbeque
  • Family fun day

If your gathering consists of presentations and workshops, you’ll need an area which is covered, in the event of rain or bad weather. You can hire a marquee or any other type of large outdoor tent which can act as a temporary structure to house delicate material. The benefit of using an outdoor structure for holding talks and presentations is that you can erect speakers outside the main tent if many people attend the show and you are at capacity. They can still enjoy the presentation without having to be inside the marquee. A tent doesn’t have surrounding walls so the sound can easily travel further than the structure containing it, unlike a solid, indoor building.

Equipment & Rental

Even a small event requires a lot of careful planning, particularly in terms of equipment use and rentals. If you are serving food or drinks you’ll need to provide a suitable marquee to house staff with proper cover during storage and service times. In the event of bad weather they must be properly sheltered, if you choose to neglect this feature your event could be a disaster. You must also supply tents to shelter electrical equipment and any other fragile items.

If patrons are eating and drinking during your event it is inevitable that at some point during the day they’ll need to visit the bathroom. If your premises have no toilet facilities or the current amount is inadequate, you can look at renting. For example, if your outdoor event takes place in the UK, and you require loo hire in Yorkshire, you can contact a professional portable toilet hire company who will deliver and collect a fully functioning toilet for your event.

Noise Restrictions & Safety

Smaller events will only emit low level noise, so you won’t have to worry about adhering to specific codes of practice. Carefully consider all aspects of your event as noise disturbance doesn’t only relate to music, it can be caused by fireworks, loud speeches and other things.

You could hire a security team to assist with crowd disturbances if necessary, but this is usually only required at a large event, especially where music and drink are involved.

Planning your own event is extremely challenging, you always have the option of using a company who can assist with preparation and logistics