outdoor events

Outdoor Events Management

Posted on Posted in Business

Tips to Make Your Event a Success

A well-run outdoor event is something that everyone remembers. Make sure yours is memorable for all the right reasons.

Taking control of an event of any kind demands strategic thinking and great organisational skills. When it’s taking place in the great outdoors, there is even more to think about, particularly in the autumn and winter. Human nature is such that if the event is a success, there’s a reasonable chance that people will remember it. If it’s a failure, there is no doubt whatsoever. Here are some top tips for ensuring your event leaves you feeling elated, not deflated.

Get expert help where you need it

The biggest obstacle to success is if you try to take everything on by yourself. Before you do anything else, mark of various categories of tasks to be completed, for example security, power supply, catering and so on. Some things, such as power supply, are ones that need expert assistance, so appoint a generator hire company sooner rather than later, and that is one responsibility off your shoulders.

Check the regulations

Events require different types of permits and licences, depending on a whole range of factors. These include the type of entertainment, the location of the venue, the number of attendees, how late the event will finish, whether you are serving alcohol, whether there is live music, and a whole lot of other questions.

Clearly, it is impossible to provide definitive advice here on what you need, so one of your first telephone calls should be to the local council. Keep them informed from the outset, and they will be on your side, which is exactly where you want them.

Be ready for the weather

Even if you are planning in advance for an event next summer, there are no guarantees as far as the British climate is concerned, so you need to be ready for anything. Having a tent or marquee is obviously a wise move, as it will provide shelter from the wind and rain if the weather is bad, or shade from the sun if your event is blessed with beautiful summery conditions.

Preparing for the weather runs deeper, however. Think about the ground surface – if it is covered in grass, it’s likely to turn into a muddy bog if there is sustained rain. And how will that affect parking? Even the most experienced event organisers can be caught out. In 2000, for example, the British Grand Prix at Silverstone moved from its usual July slot to April. The result? Thousands of racegoers found themselves stuck in a quagmire as they tried to exit the acres of parking, and the event descended into chaos.

Choose your caterers with care

Outdoor catering is a specialist skill, so take some time to shortlist potential caterers and choose one with experience in outdoor events of the type and size that you are planning. Remember, as long as the food and drink tastes good and keeps flowing, attendees have a tendency to be far more forgiving of any other minor hiccups that might occur. Several smaller food stands is often better than one large one too, as this provides more options and lessens bottlenecks.

Ultimately, there is nothing quite like an outdoor event. Whether yours is next month or next year, it is never too soon to start planning. Good luck!

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