{"id":4000,"date":"2023-03-10T12:15:55","date_gmt":"2023-03-10T17:15:55","guid":{"rendered":"http:\/\/www.eventmobi.com\/en\/blog\/?p=5154"},"modified":"2023-04-19T11:32:16","modified_gmt":"2023-04-19T15:32:16","slug":"outdoor-event-planning-8-practical-considerations","status":"publish","type":"post","link":"https:\/\/www.eventmobi.com\/blog\/outdoor-event-planning-8-practical-considerations\/","title":{"rendered":"10 Factors to Consider When Planning an Outdoor Event"},"content":{"rendered":"\n<p>When you think about outdoor events, you probably think of: festivals, fairs, and sunny days packed full of fun and great memories.<\/p>\n\n\n\n<p>What you may <em>not<\/em> think of: professional meetings and conferences can also benefit from fresh air, increased capacity, and ease of access. Not to mention the freedom you have to lay out your maps and activate different spaces. No walls, no limitations!<\/p>\n\n\n\n<p>Outdoor settings can be a great way to level up all types of events, like:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Company all-hands<\/li>\n\n\n\n<li>Executive retreats<\/li>\n\n\n\n<li>Networking sessions<\/li>\n\n\n\n<li>Team-building events<\/li>\n\n\n\n<li>Marketplaces or exhibitor spaces<\/li>\n\n\n\n<li>Fundraisers<\/li>\n\n\n\n<li>Education and workshops<\/li>\n\n\n\n<li>Galas<\/li>\n<\/ul>\n\n\n\n<p>And a ton of others, too!<\/p>\n\n\n\n<p>But, let\u2019s be honest. When you think about outdoor events, you might also think: risk.<\/p>\n\n\n\n<p>Indoor venues often come pre-planned, with reliable processes, tons of amenities, and no question of rain or shine. Outdoor events need to be planned to T to ensure that there aren\u2019t any surprises for your staff or attendees\u2014but don\u2019t worry.<\/p>\n\n\n\n<p>With these ten considerations, you\u2019ll be ready to conquer risk and say hello to the great outdoors.<\/p>\n\n\n\n<!--more-->\n\n\n\n<h2 class=\"wp-block-heading\"><b>1. Have a back-up plan<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Sounds basic enough but this fundamental is frequently ignored. Rain dates for outdoor events used to be common practice. Due to the difficulty in coordinating schedules, they have fallen out of favor. It may be time to revive this practice as nothing dampens the spirits more than spending time outdoors getting drenched.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">One approach to a back-up plan is a flexible agenda. Schedule the outdoor component for the morning or, for a multi-day outdoor event, schedule it on Day 1. If Mother Nature does not cooperate, then you can slide the outdoor portions to the afternoon or another day.<\/span><\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong>Recommended Resource:<\/strong> Are you planning an in-person event with outdoor activities?&nbsp;<br><br><strong>Download the free eBook, <a href=\"https:\/\/go.eventmobi.com\/experience-design-guide\" target=\"_blank\" rel=\"noreferrer noopener\">Experience Design: The Complete Guide to Creating Memorable Events<\/a><\/strong> and learn how to design a memorable experience that meets your event goals\ud83c\udfc6.<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-16018d1d wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button aligncenter\"><a class=\"wp-block-button__link has-white-color has-text-color has-background wp-element-button\" href=\"https:\/\/go.eventmobi.com\/experience-design-guide\" style=\"background-color:#5b6770\" target=\"_blank\" rel=\"noreferrer noopener\">Download Now<\/a><\/div>\n<\/div>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><b>2. Select a location with indoor and outdoor venues<\/b><\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"683\" src=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-1024x683.jpg\" alt=\"Colorful wedding tents at night.\" class=\"wp-image-60299\" srcset=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-1024x683.jpg 1024w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-300x200.jpg 300w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-768x512.jpg 768w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-1536x1024.jpg 1536w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-2048x1365.jpg 2048w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-216x144.jpg 216w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/iStock-1415056757-700x467.jpg 700w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">Great examples include an outdoor venue that has a chalet, an indoor amphitheater<\/span>, or an auditorium. Reserve that space and use it as your backup<span style=\"font-weight: 400;\"> in case of rain.<\/span><\/p>\n\n\n\n<p><i><span style=\"font-weight: 400;\">A couple of times, my company has planned beach dinners for corporate events in sun destinations. Unfortunately, hotels and resorts aren\u2019t able to \u201cspin on a dime\u201d. Twice we were able to select indoor venues without a 4th wall. This provided a great view of the outdoors so participants got the best of both worlds and remained dry.<\/span><\/i> &#8211; <em>Anne Thornley-Brown specialist in Executive Retreats<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>3. Make inquiries about curfews and get permits<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">Depending on their proximity to residential areas, some outdoor locations may have curfews to limit the disruption to local residents. Be sure to find out about curfews and build a buffer for your outdoor event. If you fall behind schedule, you may have to end the event before the full agenda has been completed. Also, ensure you research whether or not you will need to obtain a permit to host your event outdoors. <\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>4. Be sure to make arrangements for protective cover<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">The expression \u201crun for cover\u201d is often used to refer to the reaction to a sudden downpour. On hot days or in locations with extreme temperatures, like the desert, providing cover and protection from the sun is just as important.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">Consider canopies over tables or a marquee. Remember, marquees cannot be ordered at the last minute. Event planners need to order them in advance and they need to be set up and ready to go.&nbsp;<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>5. Provide hydration stations<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">For hot weather events (particularly those involving alcohol) it\u2019s important to provide sufficient hydration stations for attendees. To minimize the environmental impact of your event, opt away from single-use plastic water bottles. Instead, provide plenty of refill stations and include a branded water bottle in your event swag bag. You can offer this to your sponsors for extra revenue.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>6. During transitional seasons, ask participants to come prepared for changes in weather conditions<\/strong><\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"611\" src=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/umbrella-2021-09-04-02-15-08-utc-1024x611.jpg\" alt=\"Two women holding umbrellas and walking along a sidewalk.\" class=\"wp-image-50958\" srcset=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/umbrella-2021-09-04-02-15-08-utc-1024x611.jpg 1024w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/umbrella-2021-09-04-02-15-08-utc-300x179.jpg 300w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/umbrella-2021-09-04-02-15-08-utc-768x458.jpg 768w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/umbrella-2021-09-04-02-15-08-utc-216x129.jpg 216w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/umbrella-2021-09-04-02-15-08-utc-700x418.jpg 700w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/umbrella-2021-09-04-02-15-08-utc.jpg 1104w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">For example, in the spring and fall, remind them that the weather can change abruptly so ask them to bring boots, warm jackets, hats, mittens, extra socks, and a plastic bag for wet articles of clothing.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>7. Keep an emergency kit handy<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">When planning outdoor events, this increases the number of things that could go wrong. So be sure to prepare for the unexpected. Pop into the dollar store and pick up extra sunscreen, insect repellent, After Bite, umbrellas, and rain ponchos. Remind participants to pack an extra pair of socks and a plastic bag for wet clothing.&nbsp; Keep an Epi-Pen handy in case someone gets stung by an insect.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>8. Select activities that will work well whether they are used indoors or outdoors<\/b><\/h2>\n\n\n\n<p><span style=\"font-weight: 400;\">There is nothing worse than getting a group all pumped up about an activity and then canceling it. For example, a company that creates outdoor events that brings buyers together with suppliers had a sand castle competition on their agenda. Participants were really looking forward to this. When the rain came it was canceled and the indoor replacement was not as appealing. With careful planning, an approach could have been found to bring this event indoors or an activity that was less dependent on <\/span><span style=\"font-weight: 400;\">weather<\/span><span style=\"font-weight: 400;\"> could have been selected.<\/span><\/p>\n\n\n\n<p><span style=\"font-weight: 400;\">With careful planning, event planners can avoid many of the pitfalls of outdoor events and ensure that everyone has a great time.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>9. Ask participants to communicate any discomfort immediately and be prepared to change your plan<\/b><\/h2>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-9d6595d7 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p><em>I once organized an event in the spring that involved an outdoor campfire. It was warm enough but, unfortunately, by the time we got to the firepit in the evening, the ground was soggy. Participants had been asked to wear boots and warm socks but, despite our reminders, many showed up with only running shoes. Rather than toughing it out when so many people were not prepared, the better plan was to give people a chance to change their wet footwear and socks and head to the lounge with a fireplace that we had reserved as a backup.<\/em> &#8211; <em>Anne Thornley-Brown specialist in Executive Retreats<\/em><\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"758\" src=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920-1024x758.jpg\" alt=\"Indoor Fireplace with seating\" class=\"wp-image-60303\" srcset=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920-1024x758.jpg 1024w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920-300x222.jpg 300w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920-768x569.jpg 768w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920-1536x1138.jpg 1536w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920-216x160.jpg 216w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920-700x518.jpg 700w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/12\/porch-g99c02db1b_1920.jpg 1920w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n<\/div>\n<\/div>\n\n\n\n<p><span style=\"font-weight: 400;\">All of these tips will work in tandem to save outdoor events and ensure that <\/span><span style=\"font-weight: 400;\">participants <\/span><span style=\"font-weight: 400;\">enjoy the event and go home in great spirits.<\/span><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><b>10. Check if your venue is accessible for all <\/b><\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"611\" src=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/living-house-entrance-equipped-with-special-liftin-2021-08-26-17-11-11-utc-1024x611.jpg\" alt=\"A wheelchair elevator beside a staircase.\" class=\"wp-image-50971\" srcset=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/living-house-entrance-equipped-with-special-liftin-2021-08-26-17-11-11-utc-1024x611.jpg 1024w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/living-house-entrance-equipped-with-special-liftin-2021-08-26-17-11-11-utc-300x179.jpg 300w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/living-house-entrance-equipped-with-special-liftin-2021-08-26-17-11-11-utc-768x458.jpg 768w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/living-house-entrance-equipped-with-special-liftin-2021-08-26-17-11-11-utc-216x129.jpg 216w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/living-house-entrance-equipped-with-special-liftin-2021-08-26-17-11-11-utc-700x418.jpg 700w, https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/living-house-entrance-equipped-with-special-liftin-2021-08-26-17-11-11-utc.jpg 1104w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">This isn\u2019t something that often features on lists but it\u2019s important to consider all of your attendees and their accessibility needs. Can the venue you are selecting provide reasonable adjustments to include attendees with disabilities both indoors and outdoors?&nbsp;<\/span><\/p>\n\n\n\n<p>The <a href=\"https:\/\/conferences.bham.ac.uk\/blog\/outdoor-event-planning-a-10-step-checklist\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span style=\"font-weight: 400;\">University of Birmingham Conference &amp; Events suggests the following<\/span><\/a><span style=\"font-weight: 400;\"> as a starting point to consider accessibility for your event:<\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span style=\"font-weight: 400;\">Parking including disability bays or adequate room around each parking space for access<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Accessible and clear pathways: uneven or soft terrain like grassy fields can be challenging<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Clear and regular signage, in sans-serif font<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Quiet and covered areas with seating and some privacy<\/span><\/li>\n\n\n\n<li><span style=\"font-weight: 400;\">Well-trained staff who are wearing identifiable uniforms<\/span><\/li>\n<\/ul>\n\n\n\n<p><span style=\"font-weight: 400;\">Outdoor events are a great way to bring attendees together safely while offering them a different experience. It\u2019s important to consider all the factors shared to create a memorable experience for your attendees.<\/span><\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><strong>Recommended Resource:<\/strong> \ud83d\udcfa Are you looking for more cost-effective, easier ways to build and manage your events? <br><br><a href=\"https:\/\/go.eventmobi.com\/en-watch-product-tour\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Watch 8 short videos<\/strong><\/a> to discover how you can simplify delivering events in any format that engage attendees and offer sponsors real value.<\/p>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-16018d1d wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button aligncenter is-style-outline is-style-outline--1\"><a class=\"wp-block-button__link has-white-color has-text-color has-background wp-element-button\" href=\"https:\/\/go.eventmobi.com\/en-watch-product-tour\" style=\"background-color:#5b6770\" target=\"_blank\" rel=\"noreferrer noopener\">Watch Now<\/a><\/div>\n<\/div>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>An outdoor event can be a really great change from the typical kind of meeting. Find out the 10 factors you need to consider when planning your next outdoor event.<\/p>\n","protected":false},"author":22,"featured_media":51080,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_searchwp_excluded":"","inline_featured_image":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[66],"tags":[831],"filter":[],"class_list":["post-4000","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning","tag-outdoor-event"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.4 (Yoast SEO v26.4) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>10 Factors to Consider When Planning an Outdoor Event | EventMobi<\/title>\n<meta name=\"description\" content=\"An outdoor event can be a really great change from the typical kind of meeting. Here are 10 factors to consider when planning your event.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.eventmobi.com\/blog\/outdoor-event-planning-8-practical-considerations\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"10 Factors to Consider When Planning an Outdoor Event\" \/>\n<meta property=\"og:description\" content=\"An outdoor event can be a really great change from the typical kind of meeting. Here are 10 factors to consider when planning your event.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.eventmobi.com\/blog\/outdoor-event-planning-8-practical-considerations\/\" \/>\n<meta property=\"og:site_name\" content=\"EventMobi\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/EventMobi\/\" \/>\n<meta property=\"article:author\" content=\"executiveoasis\" \/>\n<meta property=\"article:published_time\" content=\"2023-03-10T17:15:55+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2023-04-19T15:32:16+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.eventmobi.com\/wp-content\/uploads\/2022\/05\/featureimage-for-10-factors-1.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"300\" \/>\n\t<meta property=\"og:image:height\" content=\"300\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Anne Thornley-Brown\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@executiveoasis Anne Thornley-Brown is the President of Executive Oasis International a Toronto team building and management consulting firm that helps companies succeed even in the midst of turbulence. 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