Summer brings with it the urge to spend a lot of time outside. That includes doing fun activities like going to outdoor markets and music festivals. You might even be considering organizing an event of your own.
The only way to have a safe and successful event outdoors this summer is through diligent planning. You’ll have to consider everything from location, food stalls, event public liability insurance and even the number of power outlets you’ll need!
Guidelines to Make Your Outdoor Event a Huge Success!
The easiest way to have the outdoor bash of a lifetime is to leave the organizing in the hands of the professionals. But, if you’re more of a hands-on, do-it-yourself kind of person, you might want to arrange everything without an event coordinator. There are however a few guidelines you must consider!
Choose the Right Outdoor Location
Consider the type of event you want to host. Make sure that your event is suitable for an outdoor area. It’s a good idea to make a list of everything you think you’ll need to make the event successful.
Once you’ve done that, select the best location. If you’re having a music concert, you might not want it in the middle of a suburban area where the noise can bother other people. An outdoor craft market should be close enough to be accessible to the locals. Don’t forget to factor in parking.
Apply for the Correct Permits
Depending on the area and state you’re planning the event, it might be necessary to apply for certain permits. Review the ordinances applicable for your type of event. Some of these include:
- Noise ordinances due to increased sound travel
- Fire and safety codes, especially in the event of fireworks and food stalls
- Capacity regulations for your type of event and space
- Regulations regarding any temporary structures to be erected
Obtain the Right Insurance
In many instances, outdoor venues will require you to have your own public liability insurance for events. This type of insurance covers possible injury to any member of the public attending your event. In some instances, the insurance can also cover and damage to people’s property while at your event.
Some of the more common events that require this type of insurance include the following:
- Fun runs
- Charity walks
- Trade shows
- Small car shows
- Multi-day events
- Fundraisers
- PR & media events
- Music festivals
Outdoor Sanitation
If the event that you’re hosting outside is taking place in an area where there isn’t easy access to bathrooms, you’ll need to hire portable toilets. The general rule of thumb for outdoor events is one toilet per 50 people. It’s always a good idea to get a few too many than a few too little!
Ensure that you use a hiring company that provides soaps, sanitizers, and possible clean-ups throughout the event.
Consider the Elements
When having an event outdoors, consider the people who will be standing out in the sun all day. After a few hours, they could become uncomfortable and leave. Wherever possible, ensure there’s adequate shading and places to sit.
A good idea would be to find a venue with space for picnic blankets where tired patrons can rest without leaving. You should also consider the staff and volunteers who will be assisting on the day. Ensure they all have sun protection.
Medical Station
Whether state regulations require it or not, it’s always a good idea to have a small medical station on site. Ensure the first-aid kit is stocked up with the basics such as bandages and anti-histamine medication (for outdoor allergies). Make sure someone in your crew for the day is trained in first aid.
Arrange Staff to Help
It’s always a good idea to arrange adequate staff to help you on the day. Take time to provide training beforehand of what you expect. If your set-up doesn’t require complicated technical know-how, it might be a good idea to hire a few local students for the day. Make sure all staff is wearing the same type of shirt so that they’re easy to recognize.
Arrange Refreshments
No matter what type of event you’re hosting, arrange with local food stores to have small stalls around the event. At some point, patrons will look for something to drink or eat. This is particularly the case f they’re bringing their kids. It’s also a good way for the local community to get involved in your event!
Plan for the Clean-Up
Having fun is one thing. But, at some point, even the most loyal patron will go home, and your event will be all over. Plan the clean-up in advance. Arrange adequate dustbins to encourage patrons to dispose of empty bottles or food wrappers properly.
Final Thought
An outdoor event can be successful if you do the correct planning. Always ask yourself what you’d expect to find at an event that you’re attending as a patron. Make sure the event is enjoyable and safe for everyone who attends!
