A great deal of time and effort goes into hosting a good event, regardless of the time of year, theme, or location. However, outdoor event planning is perhaps even more difficult.
Outdoor events can be absolutely incredible. There’s nothing like soaking up the sun while spending time with those you enjoy. But when your event is outdoors, you have a longer list of things to plan for and items to provide your guests.
There are more details to consider, As it takes a greater amount of effort and planning. Because of this, it’s essential that you stay organized with online party rental software that will help you keep track of all the processes including inventory and order management. And here is the checklist for outdoor event planning to help you:
Choose a Venue
The first step in your event planning checklist should be to choose a venue. This is the most important part of the process, as it will affect many of your other decisions.
The venue you choose will depend on your guest count, target audience, and preference. However, the one thing that you should look for no matter what is an option to move the event indoors if needed.
When you’ve narrowed down your options to a manageable list, find out what each offers with the rental of the property. For example, do they provide tables and chairs, or will you need to rent your own?
Hammer Out Logistics
The next step is less fun but no less necessary. Almost all of the details fall under the category of logistics. This includes the layout of your event, as well as the schedule, parking, rentals, security, other staff, etc.
Do you have any guests with dietary restrictions? It’s important to have options for both those who have food allergies and those who are vegetarian or vegan.
Map out a day-of schedule and ensure that the entire event team receives a copy so that everyone is on the same page.
Keep an Eye on the Weather
Unfortunately, the weather is going to be a variable, even if you check your weather app every few minutes leading up to the event. Weather can change in an instant, and unexpected storms happen all the time.
That said, you should still keep an eye on the forecast. If it appears as though your outdoor event is at risk of being delayed or canceled due to inclement weather, you might have to go with plan B. It’s better to move your event inside than to cancel it altogether.
Rent Amenities and Other Essentials
When you’re hosting an outdoor event, your list of things to provide is going to be longer than it would be for one indoors. You’ll need to rent tents, market umbrellas, portable restrooms, and heaters or fans to keep everyone comfortable.
In addition, you need to handle the standard items, such as tableware and decor. If your event will include dancing, speeches, or presentations, you’ll need the appropriate sound equipment as well.
Tackle Event Planning Like a Pro With This Guide
Whether it’s your first time or your hundredth, there’s no question that event planning is a huge task. You’re responsible for guests’ comfort and enjoyment, but with everything on your plate, it’s easy to forget something along the way.
That’s why it’s so important to make a checklist, including everything that you need to prepare and plan for. For the best results, create your list well in advance of the event. That way, you can add to it as tasks come to you.
Looking for more event planning ideas and advice? Be sure to check out our blog!