How to Plan an Outdoor Business Event

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How to Plan an Outdoor Business Event

An outdoor business event requires lots of coordination and organization so that you won’t miss something along the way. While hosting an outdoor corporate event comes with its challenges, proper planning is the key to holding a successful event. Here are the simple steps to plan an amazing outdoor business event.

1. Prepare a Guest List for the Event

The guest list determines the cost and complexity of your event. A lengthy guest list means a larger venue, more security, and additional logistics. Your invite list depends on your budget and the COVID-19 health restrictions.

2. Set a Budget for Your Business Event

Your budget determines the type and size of your event. Ensure you have enough money to cover the necessary expenses such as the venue, food, and renting equipment. Consider getting quotes from different suppliers to get the best deals.

3. Find the Perfect Outdoor Venue

An outdoor event can’t happen without a venue. A grassy area or the parking lot are the cheapest places to host an event outside your office. But ensure that the venue fits your plans and accommodates your group. Before committing to a venue, make sure you find out the total cost involved.

The next step is to obtain the necessary permits once you have chosen your venue. If you fail to get the required permit, you will get your event shut down.

4. Plan for Food and Drinks

Since outdoor events don’t have access to a kitchen, you need more planning ahead of time. Hiring a caterer is a good idea when planning food and drinks for your outdoor event. Ask in advance if your guests have any food allergies. Food trucks also make it easier to offer different options to your guests if you have adequate parking space.

5. Be Sure to Bring Your Equipment

It takes a lot of equipment to run a successful outdoor business event. Organizing an outdoor event is a bit more challenging, but you will still need lighting, Wi-Fi access, and sound systems. You might need to invest in or rent a portable generator as a power backup.

6. Keep an Eye on the Weather

Weather reports are crucial as the business event day approaches because the event will take place outside. Have a backup plan in place in case it decides to rain. Ensure you have tents and portable pavilions at hand.

Knowing your insurance options, cost liability, and contract details are essential in case of weather-related issues leading to cancellation or damages.

7. Sanitation

There is no room for error here. It can make or break your event if you don’t have enough restroom facilities. Renting portable restrooms can be helpful when traditional restroom facilities are limited or unavailable. You may consider a luxury portable restroom if you’re hosting a fancy business event.

The restrooms should be accessible but not in the center of the action. Provide clear signage directing guests to the indoor bathrooms if they are available.

8. Plan Your Logistics

Planning and coordinating an outdoor event takes a lot of coordination and effort. It can be hard to keep track of all the little details, so prepare well. Proper planning allows all your vendors, staff, and event setup to work seamlessly.

Your event logistics plan should cover every detail so there are no surprises. The plan should have an emergency plan in case of unexpected circumstances, the event schedule, and medical services.

The Bottom Line

Outdoor business events are unique in their way. The above eight tips give you everything you need for a successful outdoor business event. Undoubtedly, your guests will enjoy and make memories of your event.

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