5 Tips for Planning an Outdoor Event

With months of quarantine behind us, many Americans are looking forward to spending time outdoors, whether that’s going for a hike with a group of friends or attending an outdoor event. If you’re considering hosting an outdoor event, here are a few things you should keep in mind.

  1. Make sure the event is suitable for an outdoor setting.

When planning an event, be sure to consider the season you’re in. If the event is scheduled for a time of year that is rainy, cold, hot or windy, then consider holding the event indoors. You’ll have peace of mind knowing that poor weather won’t force you to cancel the event last minute. If your event will have loud music or will need lots of technical equipment, then it may be best to hold the event indoors. An outdoor event, however, can be more cost-effective because you don’t have to spend money on booking a venue.

2. Don’t forget the permits!

Depending on the type of event you’re hosting, you may need to secure one or more of the following permits: electrical permit, film office permit, temporary use permit, alcohol use permit, sidewalk/street activities permit, amplified sound permit, marine/barge permit, fireworks/special effects/laser permit, building permit, entertainment permit, food permit, lake use permit, neighbourhood block party permit, park use permit, public assembly permit, tent/canopy/membrane structure permit and trade show/exposition permit.

3. Have a backup plan in case poor weather rains on your plans.

If there’s even a slight chance of poor weather, be sure to have backup tents, portable pavilions and the equipment necessary to easily adjust without having to postpone or cancel the event. Be aware of your cost liabilities, insurance options and contract details if poor weather forces you to cancel the event or causes damages.

4. Make a list of equipment you’ll need.

For an outdoor event, you may need lighting, sound systems, Wi-Fi access, extension cords, duct tape, synch cords and portable generators. 

5. Consider ways to make your guests comfortable.

Depending on where the event is held, you may need outhouses, sanitation facilities, electrical fans, bug spray, fire extinguisher, hand wipes and sanitizer. Don’t forget to bring a first aid kit, too!

If you’re considering holding an outdoor event, give Picnic People a call — we’d be happy to take care of the logistics and catering.

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