Hosting an event outdoors can be fun but risky. The weather could make or break your day, and there are other added challenges too such as permits and access to power. To make sure that your outdoor event is a success, here are just some of the most important details you mustn’t overlook.
Permits
Every location has its own rules: public parks, beaches, city squares, stately home grounds – they all may require different permissions. It’s important to look into these early as they could determine what you can and can’t do at your event. Types of permits you may want to consider include:
- Music licenses
- Fireworks operator licenses
- Road closure/ traffic management orders
- Alcohol licenses
Site permission from the landowner or local council may be required for many spaces that you think are ‘public’. Private properties with outdoor spaces that regularly host events may already have certain licenses in place and may be able to apply for additional permits on your behalf, but it’s always important to check.
Power
Electricity may be needed for DJs, lighting, heaters, bar equipment or POS machines. If your event is taking place somewhere remote, you won’t have any plug points that you can trail an extension cord from. This means looking into generator hire. You may need several generators if you’re planning a large event that will draw a lot of power. Many generator hire companies will be able to advise you on exactly what you need for your event.
Lighting
Natural light is beautiful – until the sun sets. If your event is likely to go on past sunset, you’ll need to consider lighting. String lights are great for atmosphere, while more heavy duty task lighting will be needed for illuminating paths, stages and bars. Event lighting companies will be able to help you design the lighting so that there are no dark corners. If you’re just planning an outdoor event at home, you can settle for basic lanterns and string lights, but larger events may need solutions like floodlights.
Climate control
You can’t control the weather, but you can defend against all eventualities. Marquees and stretch tents can provide shade from the harsh sun and shelter from the rain. If the temperature looks like it’s going to be hot, think about fans or even misting systems. If the temperature is likely to be cooler, it might be worth exploring different types of outdoor heaters. You can also consider other features like wind breaks to protect against high winds and rubber mats to add in high-traffic grass areas that could get muddy.
Toilets
Does your outdoor venue have toilets? And are they enough for event-level usage? It could be worth hiring portable toilets for large events so that you don’t have long queues. Consider investing in high-quality portable toilets that people feel comfortable using. Position these away from any food suppliers and provide clear signage so that people know where to find them. Additional hand-washing stations could also be worth looking into if toilets don’t already have sinks
