As the weather gets warmer, take this opportunity to plan an outdoor event. The outdoors provides you with more space, allowing you to host more guests and organise more activities. That being said, outdoor events present a whole new set of challenges, making them harder to plan. Here are five tips for planning the perfect outdoor event.
Choose a suitable venue
There’s a lot you have to consider when choosing a venue for your outdoor event. The most important factors include:
Cost and budget: The venue is going to take up a significant amount of your budget. To get the best price, book your venue as far in advance as possible for a favourable reservation rate.
Parking: Ideally, your venue should have a parking facility, even if your guests will have to pay an additional fee to access it.
Location: The location of your event is going to influence how many people can attend. It shouldn’t be too far from transport systems, and it should be easy to find.
Capacity: The venue you pick should comfortably accommodate the number of people you’ll be inviting.
Special access and amenities: When looking for a venue for an outdoor event, consider one with an indoor space in case you encounter unexpected weather issues. A venue with tables and chairs will also help you save money.
Make a guest list
The number of guests coming will influence the overall cost of your event. Therefore, you must make a guest list early on in the planning process. Contact several UK printing companies for invitation printing services to get the best price on invitation cards. Once you send out the invitations, create a spreadsheet to help you track who has RSVP'd and make updates.
Get the proper permits
To host an outdoor event, you’ll need to obtain proper permits from relevant authorities. Some of the most common types of permits for outdoor events include:
Food permits: If you intend to serve food and other consumable products, you’ll need to obtain a temporary food sponsor permit.
Alcohol use permits: Depending on the location of your event, you may need to acquire an alcohol permit and a letter of authorisation.
Fireworks and special effects permit: Activities associated with open flames must be reviewed for approval. Fireworks, lasers, and any other special effects may each require a different permit.
Choose vendors
To plan an outdoor event, you will need the services of the following vendors:
Stationery designer: Get professionals to design invitation cards, small flyers, logo cards, banners, etc. Ensure that you ask for samples before settling on a designing and printing company.
Caterers: When choosing a private caterer for your event, ensure that you communicate your expectations as well as the menu details. Ask that you taste a few samples to ensure that everything is of good quality.
Entertainment: A good entertainment company should provide good quality entertainment materials such as sound systems, microphones, DJ decks, etc. If you want a certain artist to perform at your event, ensure that you book them far in advance.
Plan the logistics
Hold a meeting with your vendors to coordinate the logistics of your event. Going through all the details well in advance will prevent the planning process from getting too overwhelming. Ensure that everyone involved understands their role and delivers within the expected time frame.
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Posted by By Jenny on 26th Jul 2021