Are you planning an outdoor business event to launch a new product or promote your new restaurant outlet? Business events are lucrative opportunities to expand your corporate network and connect with like-minded investors and professionals.
People enjoy outdoor events where they can relax and unwind with family members and friends. Suppose you have a cramped office space or cannot afford the expense of renting an indoor venue. In that case, throwing an outdoor event is your ideal option. However, outdoor events require extensive planning to cut down costs and undermine the risk of failures.
There a million things that can go wrong, the worst of which is undoubtedly rain, thunder, and weather disturbances. With outdoor events, the host must stay prepared for the worst with a contingency plan to prevent inconvenience and discomfort.
It’s crucial to consider all your options carefully and choose the right venue. Timing is an essential aspect that will define the success of your event. Keep reading to explore some practical tips on throwing a successful outdoor business event.
Choosing an Ideal Outdoor Venue
The venue is the most crucial consideration in throwing a successful outdoor event enjoyable for all your guests. It would be best to create a detailed checklist of all the amenities and facilities required to make your guests comfortable. For instance, you will need seating arrangements, parking space, porta-potties or restrooms, power generators, catering services, lighting, and music arrangements.
For instance, if you are planning an outdoor event in Oregon, United States, you should focus on some important questions like:
- Is your chosen venue equipped with all the amenities and facilities required to ensure convenience and comfort?
- Is the location accessible for your target audience?
- If there are no restrooms, where to rent porta-potties in Oregon? Venues that do not have bathrooms, generators, and electricity outlets give rise to numerous inconveniences for hosts and their guests.
Furthermore, outdoor locations and parks adjacent to historic landmarks and well-known destinations also make impressive venues to woo affluent investors and clients.
Mitigating Weather Disturbances
If you’re throwing an outdoor event, you must mitigate weather disturbances and undertake measures to minimize discomfort. Canopies are an excellent investment to keep out the sun’s glare and prevent bad weather from raining on your parade.
Canopies create an artful and idyllic ambiance by creating shade under the harshest glare of the sun, rain, and thunder. They will create a robust shelter for the event to continue without any hiccups. You can invest in illustrations and graphics to promote your brand and event with customized canopies. If you’re working with a limited budget, canopy tents are much easier to assemble and remove.
Create a Contingency Plan
Having a backup plan is of the utmost significance because many things can go wrong with an outdoor event. Even with the thickest canopy, how will you convince your guests to stay with lightning terrorizing the sky? It’s only natural for guests to hurry home or stay indoors in inclement weather.
People don’t want to head outdoors during snowstorms, hailstorms, rainstorms, and heat waves piercing through the atmosphere. However, if you have a backup in place, you can reroute your guests or shift them to an indoor venue.
It’s wise to book an outdoor venue with an indoor venue close by, so the transition is stress-free and quick. Ensure that the indoor venue is spacious enough to accommodate the attendees, food, entertainment, and other arrangements. It’s wise to look into a tentative booking to avoid incurring unnecessary costs should the weather stay stable.
Time is of the Essence
Timing is another crucial factor while planning an outdoor extravaganza. It’s essential to visualize all the activities and entertainments you’ve planned for the evening to determine the right time. Be sure to create a detailed schedule mapping the guests’ arrival, food serving, entertainment, and departure.
Scheduling is of the essence because your audience has agreed to attend your event for a specified period. If the festivities or speeches run over time, guests will likely start leaving before your event’s big reveal or announcements.
It’s ideal for sticking to the time specified on the invitation. Creating an outline of the schedule will ensure the guests know what to anticipate when. If your audience includes families and children, daytime activities will ensure the event doesn’t run past bedtime. However, if you have organized light shows or firework displays with an adult audience, nighttime events create fabulous memories.
The timing must reflect seasonal and weather considerations. Balmy summer evenings and crisp winter mornings are perfect for outdoor events. But no one will dare to confront the July heat in the middle of the day. Keep in mind that nighttime events will add up the lighting costs while daytime events come with lesser expenses.
Win Over Their Taste Buds
Let’s admit it. Most corporate guests and consumers attend business events for free food and branded gift hampers. Since your event is a means to a greater end, indulge their tastebuds with an unforgettable gastronomic experience.
Naturally, you don’t want to extend your budget, and sub-par food will only dampen your audiences’ spirits. We advise you to explore local caterers and startups that can facilitate a budget-friendly and appealing menu.
Set aside a flexible budget for the food and choose items that complement the event’s duration and nature. A 2-hour conference on sustainability doesn’t demand a three-course meal. A light and tasty spread of high-tea assortments will do just fine. However, if you’re asking your guests to commit more than two hours, it’s best to feed them well.
Planning an outdoor business event comes with hundreds of considerations and responsibilities. An event that results in disastrous inconveniences for your guests will backfire as a colossal PR catastrophe. It’s essential to prepare a team of problem-solvers and efficient managers to oversee the event management operations.
Throwing a successful business event is not a one-man’s job. It requires a robust and dynamic team effort with clear goals and a solid backup plan. We can’t stress this enough: a million things can go wrong at an outdoor event. Planning diligently and having a contingency plan will help save time, effort, resources, and loss of brand integrity. Preparing a detailed checklist will help you streamline all the chores and delegate effectively. We wish you good luck in this endeavor!