Outdoor Event Planning Guide

Outdoor Event Planning Guide Outdoor Event Planning Guide by by Anna Barrington

Running a successful outside event will often surpass anything that you could provide indoors. But how do you cope with the discomforts provided by the natural environment? As an event organizer you have a responsibility towards your guests for their comfort and enjoyment. Here we provide you with some useful tips that will ensure that this will be achieved and your event will be a success.

Having a beautiful hot and sunny day for you outdoor event will be a huge bonus. But make sure it is sun safe as well. Have some sachets of sun screen available to hand out to your guests and encourage them to use them. Too much sun can cause dehydration so make sure you have plenty of water and soft drinks that are easily accessible. A good way to do this is to set up water stations at convenient places around your event. Portable air conditioning units are available for hire and are very effective for reducing temperatures, some better than fans as their noise level is less.

If you are thinking of providing some branded products consider putting together a package of useful things for the day. This could include the sachets of sunscreen, branded water, umbrellas and baseball bats. Approach other companies and negotiate a reciprocal deal from them. You may find that the cost of these extras will be minimal.

Make sure you provide plenty of shade. This can double as cover for any wet weather you may experience. Choose outdoor shade canopies that have quick roll down sides. In the event of any grey clouds gathering you will be able to take cover quickly and effortlessly. If your guests will be walking over grass consider creating temporary pathways. Not only will this protect the grass underneath but if the weather turns foul your guest will be able to leave their boots at home.

Food and drink is the central highlights of most events. Ensure you choose a quality caterer whose has experience in outdoor catering events. Use their experience for useful tips on any dos and don'ts. Unfortunately one of the side effects of all this delicious food is you will find you attract unwanted guests in the form of insects. Make sure your caterer has a good selection of wire mesh covers to keep them off the food and serving plates. Another trick is to place sugared water in a few containers on the perimeter of your event. This will give the insects something to eat and keep them away from your food.

From a wedding to a work function or an outdoor barbeque your event will run smoothly be it rain or shine. The temporary structures on the market today are not only attractive but will provide comfort to your guest. Follow our top tips and your outdoor event will sure to be a success.

Anna Barrington writes for Total Hospitality who provide corporate hospitality in London. They provide catering for indoor and outdoor functions including weddings, outdoor catering barbeques and other events.

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