Hosting a Successful Outdoor Work Event: 10 Tips

Hosting a Successful Outdoor Work Event: 10 Tips
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Company events are challenging to organize and host, and the outdoors only complicates things. As you begin to plan your outdoor work event, keep these ten tips in mind so you can put together a well-rounded, successful get-together that all your guests will enjoy!

1. Location is Key

The location you choose must fit the needs and interests of your target audience. Outdoor events usually have outdoor activities, so try to find a spot with athletic fields, tracks, trails, playgrounds and other outdoor amenities.

The closer to your business’s location, the better. If guests can see the company building during the event, they’re more likely to associate the event with your business. The facility can also provide shelter from the elements in case of bad weather.

2. Acquire the Necessary Permits

After finding your perfect location, you can fill out any city permits you need to host the event. You should also consult local authorities for any local noise ordinances, fire safety protocols and other potential restrictions. Your location might have a limited capacity for events, which would impact your ticket sales and donations.

3. Set the Scene

Once you have reserved the location and gotten full permission to go ahead with the event, you should create an event blueprint. Many inexperienced event planners make the mistake of purchasing/renting everything and THEN deciding where to put it. This mistake leads to unorganized, unsuccessful events.

Everything has to fit together beforehand, like a puzzle. Determine where everything will go first, then order each element and put them in place one after the other. Also, make sure to plan everything with your theme in mind so you can integrate your event’s slogan and color scheme into the layout.

4. Create a Comprehensive Schedule

Your schedule should include ample time to gather each element, put them in place and disassemble everything when the event is over. Always overestimate the timetable so you have time to address any obstacle that might arise.

5. Provide Sufficient Shelter

Your outdoor event needs sufficient shelter, no matter the weather forecast. Canopy tents offer the perfect blend of indoor and outdoor environments. They protect you from the elements, but you can still feel the cool breeze on your face and grass under your feet.

Make sure your location has space to accommodate at least one large canopy, which will act as the centerpiece and main gathering place for your event.

6. Make Your Guests Comfortable

Your canopy tent will be your event’s primary seating and dining area, and the main source of all the comforts your guests will need. Along with seating, food and drinks, your event should also provide sufficient parking and easily accessible restrooms for all guests.

All of these features should revolve around the canopy tent or your main gathering area. You want everything to be in close proximity to each other so guests can arrive, enjoy themselves and leave in an organized fashion.

7. Entertain Your Guests

Comfort makes for a good event, but entertainment makes for a great event. Outdoor activities will do most of the heavy lifting and keep your younger guests occupied, but you should also provide music, a guest appearance or other attractions to keep non-participants entertained.

If your event is a fundraiser, silent auctions and raffles are great ways to gather donations and get the guests involved.

8. Timing Matters

The entertainment and activities you plan will largely determine your event’s hours. If your event is athletics-based and will take most of the day, like a 5K, it’s best to start in the morning before temperatures get too hot. The evening might serve you better if you have live music or light displays. Determine what time of day will make your activities the most enjoyable.

9. Promote Your Event

Promotion should be an integral part of the steps leading up to your event. Use social media, email, press releases and print media to spread the word about your upcoming event. Some channels might prove more effective than others based on your target audience, but you should use all the options available to get as many eyes on your message as possible.

10. Have a Backup Plan

Another critical part of your schedule is developing a backup plan. Weather, lousy food, failed deliveries and other mishaps could throw your event off track. Run a thorough risk assessment and put a backup plan in place for each risk. 

This is another reason why hosting your event near your company’s building is a good idea. If the canopy tent fails or the weather gets too extreme, you can direct everyone to the nearby building.

Make Your Outdoor Event Memorable

The outdoors makes any event unpredictable to a certain extent, but by applying the ten above tips, your outdoor event can go as planned no matter what obstacles come your way. Go above and beyond, and you can create a memorable experience for your guests, which will grow your business at the same time!

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