Preparing for Outdoor Event Production

Introduction

During the covid-19 pandemic, there has been a huge shift towards hosting outdoors- and not just in the event production industry. There was a resurgence of drive-in movies, parking lots turned into restaurants, and your favorite musical artists moved the show outside. Even though we have integrated back indoors, outdoor event production is still prominent for any type of gathering. There are, of course, many factors that one must consider when preparing for outdoor event production that may not need to be addressed when compared.


1. Weather

First and foremost, one must consider the weather. Will guests be dehydrated? Will it be raining or cold? All of this should be considered when planning for an outdoor event.

  • Heat and hydration

Hot weather events may call for significant amounts of water stations, especially when alcohol is served. In order to be environmentally conscious, hydration stations could create a large impact, where guests bring their own reusable water bottles and are able to refill freely. If the event calls for something more sophisticated than BYOWB (bring your own water bottle), then providing your own reusable water bottles with your brand logo is a great marketing opportunity.

  • Cold weather


Hosting an event in colder weather may prove to be a challenge, but reminding guests to check the weather and dress accordingly can make the world of difference. Additionally, if permits and spaces allow it, heat lamps are great for keeping guests comfortable.

  • Rain

Rain is not enough to stop from pulling off an amazing event, however, nobody wants to get wet while attending. Making sure to hire the correct protective covering is vital in order to keep the guests (and food, if serving) dry. This also poses another perfect opportunity for marketing, if you decide to order umbrellas with your brand logo.

2. Permits and ordinances

  • Permits

Permits and regulations will differ when booking an indoor venue versus an outdoor one. Making sure you address what permits you need immediately will save time, money, and stress.


  • Ordinances

Ordinances are another item on the list to be addressed immediately. What are the noise ordinances for the area? What are regulations for fire and safety? Will you run into any trouble when pitching protective or shade covering? What is the maximum capacity for the venue? What are the regulations around parking? All of these things and more can be addressed by a quick online search or even contacting city officials.

3. Misc

  • Sanitation, pest control, amenities

Sanitation is an important factor when planning an outdoor event. The great outdoors is shared by many fury friends who are often not wanted at events. Having a plan for pest control as well as sanitation is a must. How many bathrooms will be set up for the guests? Will there be bug spray or sunblock provided?

  • Power, lighting, electricity


These factors will need to be discussed with the AV team hired by your event production company. Making sure there is enough power to support any audio and visuals you plan to use, as well as a secure network connection will be an important step.

  • Guest comfort and first aid

Having effective communication with guests is especially important when hosting an outdoor event. In addition to having a place to escape heat or rain, you must ensure you are prepared for injury in the unfortunate event that it happens. Having a designated place for first aid is something to plan out and communicate to guests

  • Clean up

The best part about hosting an event outside is that the great outdoors has so much to offer. In order to make sure we are all doing our part to keep the great outdoors great, have a plan for trash, clean up, and anything else that may cause a negative environmental impact.

Conclusion

Hosting an event outdoors is a great option when planning for your next live event, but it is important to be prepared. From weather to pests to permits, it's best to leave no stone unturned when it comes to planning in event production.

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