When you think about outdoor events, what comes to mind? Probably festivals, fairs, and sunny days filled with fun and good memories.
But outdoor events are not just for entertainment. Even professional meetings, like conferences or team-building sessions, can benefit from the fresh air, bigger space, and flexible layouts that outdoor venues offer. With no walls, you have the freedom to use the space however you like!
Outdoor events can work well for many types of gatherings, such as:
Company meetings
Executive retreats
Networking sessions
Team-building activities
Markets or exhibition spaces
Fundraisers
Workshops and education events
Galas
However, outdoor events come with their own risks. Unlike indoor venues, which are controlled, reliable, and weatherproof, outdoor venues require careful planning to avoid problems. Don’t worry! By keeping these 10 factors in mind, you can reduce risks and plan an amazing outdoor corporate event.
Have a Back-Up Plan
This might sound simple, but it is often overlooked. If it rains, your event could be ruined unless you have a back-up plan.
One option is to set a flexible schedule. For example, you can plan outdoor activities for the morning and, if the weather turns bad, shift them to the afternoon or another day.
You can also bring back the idea of rain dates, where you plan for an alternate day in case of bad weather. It is harder to schedule these now, but it’s worth considering to avoid disappointment.
Choose a Venue with Both Indoor and Outdoor Spaces
Select a location that has both outdoor and indoor options. For example, an outdoor venue with a chalet, amphitheater, or large indoor room is ideal.
This way, if it rains, you can move your event indoors without ruining the experience.
Check for Curfews and Permits
Some outdoor venues, especially those near residential areas, may have curfews. This means your event might need to end earlier than planned to avoid disturbing neighbors.
Make sure to ask about curfews and leave enough time in your schedule so you don’t have to cut activities short. Also, check if you need any permits to host your event.
Arrange for Protective Cover
Rain is not the only problem at outdoor events. On hot days, attendees might need shade or protection from the sun.
Consider renting canopies, tents, or marquees for your event. These need to be ordered and set up in advance, so plan ahead to avoid last-minute stress.
Provide Hydration Stations
If your event is during hot weather, it is important to keep your attendees hydrated, especially if alcohol is being served.
Set up hydration stations with water refill options. To reduce waste, you can include reusable water bottles in your event swag. Offering branded water bottles can also be a great way to involve sponsors.
Prepare for Changing Weather
During seasons like spring or fall, the weather can change quickly.
Remind attendees to come prepared with jackets, boots, hats, mittens, and even extra socks. Encourage them to bring a plastic bag to store wet clothing if needed.
Keep an Emergency Kit Ready
Outdoor events can bring unexpected challenges. Be ready for anything with an emergency kit that includes:
Sunscreen
Insect repellent
After Bite for insect stings
Rain ponchos and umbrellas
Extra socks and plastic bags for wet clothing
An EpiPen in case of severe allergies
Having these items on hand can save your attendees from discomfort or trouble.
Plan Activities That Work Indoors or Outdoors
Choose activities that can easily be moved indoors if needed. For example, a sandcastle competition might be fun outdoors but impossible to move indoors.
Instead, look for activities that are less dependent on weather. This way, attendees won’t be disappointed if the weather changes and plans need to shift.
Be Flexible and Listen to Attendees’ Needs
If attendees face discomfort, such as wet shoes or cold weather, have a plan to help them.
For example, if your event involves a campfire but the ground is too wet, let attendees change their wet clothes and move to an indoor space with a fireplace. Making these adjustments can ensure everyone enjoys the event.
Ensure Accessibility for Everyone
Make sure your venue is accessible for all attendees, including those with disabilities. Consider these points:
Parking spaces with enough room for wheelchairs or mobility devices
Smooth, clear pathways (avoid uneven or soft ground like grass
Clear signs with easy-to-read fonts
Quiet, shaded areas for breaks
Staff trained to help attendees with different needs
By thinking about accessibility, you’ll create a more inclusive experience for everyone.
Conclusion
Outdoor events can offer something unique and memorable. However, they need extra planning to avoid common risks. By following these tips, you can create a fun, safe, and enjoyable experience for all your attendees. Whether it’s sunny, rainy, or somewhere in between, your event will be a success!
If it is your first time planning an outdoor corporate event, it is best to hire an experienced event planner in India with experience in corporate events. Encore Events happen to be a top name in this. With over 11 years of experience and 2000+ events planned, our teams are adept at end-to-end management of all kinds of events - from team retreats, and annual galas, to conferences and product launches.
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