Venue – Picking the Perfect Location
When picking the perfect venue for outdoor events, makes sure you take a few things into consideration. It is important to keep an eye on changing weather conditions, so try to find a place that has both indoor and outdoor space available.
Make sure the space is perfect for your event. Does it fit your number of guests? Is it too large? Too small? You want your guests to enjoy themselves while they spend time with their friends, so the size of your space is very important. If it’s too small guests may feel cramped or uncomfortable, making it hard to get some personal space. If it’s too big it may feel empty and cold. Ask the venue what they can do to divide or partition the room, garden or patio in such a way that it is inviting and comfortable for everyone.
If you are planning an outdoor venue make sure to discuss with management what will be provided by them and what you need to bring. Don’t assume they have everything you need. Many outdoor venues will require you to add an additional budget for party rentals.
Logistics – For an Outdoor Venue
It would be a good idea to set up a meeting with all of your vendors at the venue a few days before the event to discuss a logistics plan with the event space’s management team. Find out the easiest ways to deliver and set up ahead of time so that you can alleviate last minute stresses on the day of the event. Make sure each vendor knows where to park and where to go. Give them a timeline to ensure they get to the location and have enough time to get everything done.
Create a floor plan and distribute it to everyone ahead of time. This will help make sure your team knows what to do and doesn’t get in anyone way. Don’t be afraid to ask your vendors if they see any challenges in the plan. It is better to come up with alternative ways to get things done ahead of time, then to find yourself frustrated on the big day.
Weather – Make Sure to Monitor It
Summer days and nights can get very hot and then there is always the chance of a random summer storm, so make sure to monitor weather changes starting 10 days before any event. If there is cause for alarm (such as a massive heat wave or an unexpected rain fall) in your event’s future, address it as soon as possible. Make sure your vendors are up to date on this information as well. By keeping communication open you are allowing them to plan ahead for any possible changes and giving them a fair amount of lead time to order any additional equipment that may be needed.
Amenities – Keep Your Guests Comfortable
If your guests are hot and uncomfortable due to the weather, they will have a hard time enjoying your event. To keep them feeling good, make sure to offer enough fresh cold water or other refreshing beverage besides alcohol, light some citrine candles to keep bugs away, offer up face misters or fans and possibly even supply a few bottles of sunscreen. It is also good to find out in advance if there are any indoor air-conditioned spaces that the venue will allow your guests to use in case of an unexpected heat wave or rain storm. For an evening event have a few shawls or light blankets available for your guests should your perfect summer night get a bit chilly. They will be so appreciative for thinking of their needs, and it’ll make everything even that more enjoyable!