What to Consider When Planning an Outdoor Event

Summer is here which in our world means it’s time for outdoor events! Whether you’re organising a romantic summertime wedding, corporate retreat, or a big birthday bash, you need to be taking into consideration lots of factors. They can make all the difference between a smoothly executed outdoor event and one with lots of hiccups.

So, without further ado, let’s take a look at everything you need to consider when planning an outdoor event.

Venue selection

Choosing the perfect venue is where it all begins! When looking at venues you should be thinking about:

Amenities

Of course, you want your guests to be able to enjoy the festivities comfortably. That means checking if the venue has essentials like bathrooms, suitable disabled accesses, and even a solid plan for keeping pests at bay; wasps, we’re looking at you! First aid supplies on hand are also a must, just in case an accident happens.

Capacity

You want your event to feel cosy but not cramped. Make sure the venue can comfortably accommodate your guest list and the type of activities you have in mind. It’s like finding the Goldilocks sweet spot—not too big, not too small, just right!

Activities

Before you fall head over heels for a venue and throw your money at them, consider what you want to do there. Some places have rules about noise levels, open flames, or specific types of entertainment which may make them unsuitable for what you have planned.

Weather contingency

Ah, the great British weather, it has certainly earned its reputation for being unpredictable. Here’s how to weatherproof your plans as much as you can:

Be smart with your date

If possible, try to pick a date when the weather gods will usually smile upon you. We know that this isn’t always an option though and even when you pick a date when the weather should be sunny, Britain can let us down on that front. That’s why it’s important to have a Plan B for unexpected weather changes. Tents or marquees are great options to keep everyone dry or shaded.

Equipment prep

When Mother Nature throws a curveball, be ready with generators for power. They’re not just for camping trips! You’ll need juice for lights, sound systems, and maybe even some climate control to keep your guests comfy.

Don’t forget the flooring

Flooring matters, especially when you’re dancing under the stars. Think about what kind of ground you’re on, for example, grass, gravel, or patio, and the weather it’s been exposed to. For example, if you’re on grass and it’s recently been damp, you may find it gets muddy fast if people are dancing or playing games on it. In this case, you’d need a more suitable dancefloor to keep the party going.

Sound, lighting, and technical setup

Outdoor events sometimes need some extra help when it comes to the technology side.

Power

Wrangling electricity outdoors is not always a walk in the park. Make sure you’ve got enough power sources, or bring in generators if needed to keep things humming along smoothly. If you need generators, ensure that you hire them from a reputable firm so that you have peace of mind they’re safe to use.

When hiring equipment from Plato, you can be safe in the knowledge that any electrical equipment is PAT tested before it’s hired out.  We are also SafeHire© certified and therefore rigorously inspected annually to maintain our SafeHire© certification, held since 2016.  SafeHire© is the industry’s leading safety and quality mark, THE gold standard for the hire and rental industry setting the benchmark for excellence in the hire and rental sectors.

Sights and sounds.

Outdoor settings can be tricky for acoustics and lighting. If this is an important part of your event, it’s best to bring in the sound and lighting experts to set up sound systems that make sure speeches are heard and that the lighting sets the right mood.

Catering considerations

Food and drink are one of the best parts of an outdoor event, so it’s important to get it right:

Menus

BBQ under the stars? Buffet fit for a king? Whatever you choose, make sure the venue can handle the heat—or cold—of cooking up a storm. Check if they’ve got kitchen facilities or if you’ll need to hire in extra catering equipment.

Service

How’s the food getting from kitchen to table? Think logistics for outdoor settings, where getting from point A to point B might involve a bit of a trek. No one wants a cold main course or melted dessert!

Furniture and equipment rentals

Don’t forget to take into account how your guests will relax and what they’ll need to enjoy the event:

Seating
From classic tables and chairs to lounge setups or LED bars, pick furniture that fits the vibe of your event, but also that gives your guests options. For instance, they may want to get cosy and have a breather, in which case having a bar as the only seating option wouldn’t be ideal.

Tableware

In the midst of planning, it can be easy to forget the finer details, but they are so important. Think about how many courses you’ll be serving, the drink requirements, and how much linen you’ll require. Presentation is everything when creating an event to remember, so get create a checklist and make sure you tick off those small details.

Miscellaneous essentials

If you truly want your event to sparkle, here are a few extra recommendations that your guests will love:

Coat check charm

If your venue includes a marquee or there’s a chance of a surprise shower, why not set up a coat check? Your guests will definitely appreciate having a safe spot to stash their stuff while they mingle.

Décor dreams

Set the scene with personal touches that reflect your style. Whether it’s fairy lights twinkling in the trees or a stunning floral centrepiece, you can really get creative here to add the wow factor to your event!

Planning an outdoor event and need to hire catering equipment for the occasion? Talk to us today! We’d love to help make your outdoor event a success.