3 tips for staging an outdoor event
For inhabitants of Scotland and the UK, an outdoor event is something of an occasion, and not least because the weather, generally-speaking, isn’t always particularly thoughtful when it comes to fulfilling its role.
With 2013 finally providing a summer we can all be proud of and enjoy, it is a welcome reminder that outdoor events can still be one of the best ways to get people together. Whether it be a sports day (running and cycling events, for example, have seen a surge in popularity since the Olympics and, thankfully, aren’t weather-dependent), outdoor concert, gala day or summer festival, it is possible to take your attendees outside the confinement of a four-walled event.
If you’re an event planner, you’ll know that planning an outdoor event can be a tricky affair. If you’re about to embark on such a project, we’ve got three handy tips to bear in mind when doing so:
What’s your budget?
Everything starts with the humble – or not so humble – budget. Be realistic and work to a figure which is achievable. It is incredibly easy to forget important elements for your event, which is why it is sensible to bring it outside professional help to assist with things like logistics and the technical side of the event. PAs, parking, comperes, staging, race gantries (if you’re staging a run, for example), will all need accounting for before moving forward.
What is your objective?
It sounds obvious, but knowing the tone for the event will help you decide where to stage it. The venue, decor and amenities required all come from the original idea – don’t forget why you decided to stage the event in the first place. This will also help fine tune your budget and allow you to factor in potential unforeseen costs.
Check the seasonal weather!
Although this summer has been brighter and warmer than most, it is still imperative to check the seasonal weather in the intended location of your event. Nothing is more unpredictable than the Mother Nature, but you’ll have a fighting chance if you can pick a date which offers the best possibility of avoiding poor weather. If you’re still not confident the sun will turn up, it is always a great idea to allow for the worst and provide plenty of cover. Gazebos, stage covers (such as the Precise Airdome), will all lift a significant weight off your mind during the big day.