Outdoor Events
You can’t beat the elegance of the great outdoors – when everything goes right.
The beauty of the outdoors create a stunning, natural backdrop for events. From the open acreage of a vast countryside to the sandy shores of a sparkling blue body of water, people long to utilize these natural settings to create the perfect setting for their memorable event.
To preface this blog topic, please let me clarify that I am speaking strictly about events that can be housed either inside or outside. Some events such as golf tournaments, races, open air concerts, etc. obviously do not lend themselves to an interior alternative.
Events are innately filled with risk and unknowns. How many people are actually going to show up? Will there be enough food? Will the speaker be dynamic? Will there be any fights or drama? Will someone get hurt or have a medical emergency? Will the A/V equipment function the whole time? The variables are numerous.
You cannot beat the natural elegance of an outdoor event, but before you hustle to plan your outdoor venue, keep a few things in mind.
1. What time of year is your event? The Midwest has notoriously temperamental weather. You are less likely to have rain in July than say April, but you risk excess heat and humidity. What elements are more tolerable for your event? Would you prefer to have it warmer and bring in external cooling sources, or would you rather have a comfortable temperature but know you are risking the event being rained out?
2. Weather needs to cooperate leading up to your event as well. Your big day might be sunny and warm, but if there has been excessive rain during the days leading up to your event, they you are inevitably going to be dealing with water-logged soil, which makes it difficult to walk, set up chairs and tents and frankly, is not attractive.
3. Do you have the right permits? Outdoor events open up a whole slew of additional requirements. Depending on the location, certain use, noise, tent, road restriction, parking, etc. permits will need to be obtained.
4. What are the physical needs of your guests? If you are planning on an outdoor venue that requires climbing or maneuvering difficult surfaces such as sand, you will need to make sure to make special accommodations for guests with limited mobility. You’ll also be more likely to face allergy issues and potential insect bites/stings so you’ll need to make sure to have a first aid kit handy with those additional treatment items.
5. Can you tolerate bugs? Bugs are a natural part of the great outdoors, and if you have an outdoor event you are going to have some bugs. Be sure to visit the venue during the time of year you are wanting to have the event to see what you would be dealing with. It may be something relatively minor like the occasional bee flying over your flowers or you and your guests may be encased in a swarm of gnats or mosquitos. I’ll never forget the year of the cicadas. Nothing quite like the constant buzz and cicadas dive bombing your guests to ruin the atmosphere.
Like all decisions in event planning, it comes down to a cost-benefit analysis and what you or the client wants. Outdoor events are spectacular. They just require some additional consideration and alternate venue planning should the weather not cooperate.