Trying to think of everything when planning an outdoor event can be overwhelming. Here are tips that shouldn’t be overlooked.
Crucial coordination. Keep in mind that if you are not using an outdoor facility, that you will be bringing everything in and then hauling everything out.
Sanitation. Review with your vendor exactly what will be needed for your size event. Sub-par and too few restroom facilities can quickly lead to a discontented crowd. Also, plan for the days prior and after the event for your set-up and take-down crews.
Power. Be sure to arrange for back up generators for your generators in case of failures.
Communication. Be sure two-way radios are powerful enough for the area of your event. Also bring backup batteries, lots.
Lighting. If your event takes place at night or moves into the evening, be sure to not only light the event, but also the walkways, restroom areas, exit and entrance paths and parking areas.
Pests. Consider whether you will need to spray the area for pests. When scheduling the spraying, determine whether it would conflict with other aspects of your set-up, such as setting up tables and linens.
Heat. Plan for drinking and cooling stations throughout your venue.
Safety. At the very minimum, have first-aid kits on hand or designate a first-aid station.
Weather. Monitor weather far in advance and consider purchasing weather insurance. Wind can be hazardous. Make sure things are anchored accordingly.
Clean up. Consider hiring a hauling firm after the event. Or arrange trash hauling through your local sanitation department.
