Planning an outdoor event comes with its own set of challenges. In contrast to indoor events, outdoor events lack amenities like Wi-Fi and air conditioning, not to mention that crowds of all ages and ethnicities prefer to gather in greater numbers during outdoor events. Making your next outdoor event better than the last requires careful consideration and event planning expertise. Here are some tips for you:
Make sure all touchpoints, both old and new, have been properly branded. Planning an outdoor event begins before it happens; ensure all communications, advertising, tone of voice, and online community building are implemented correctly. Digital signage for way-finding and crucial messages should be available throughout the event. Lanyards, tickets, ground signage, and strings, among other things, are additional necessities.
Consider all possible weather scenarios.
You must account for all potential weather scenarios when organizing an outdoor event. Misting tents, shelters, drinking water, and shade would be necessary in hot weather. Conversely, rainy weather necessitates electrical safety, a stage cover for entertainment, and sufficient visitor protection. Windy conditions have their own set of challenges.
All marquees and tents should be properly ballasted, have wind- and weather-rated structures and signs, and have emergency procedures in place for when to break down or cancel the event. Weatherproof additions like an outdoor pool table can go a long way. It is also essential to have a site-wide audio system for communication and emergency messages.
Engage your audience
Engagement is crucial if you want your audience to be engrossed at an outdoor event. There are several options for events that will keep viewers interested. Consider gamification, which involves holding contests through multiple channels, including social media, in-person events, or event apps. However, don’t stop there. The key thing here is to provide some incentive for your audience to participate in them. Second, use social media proactively.
Make it unique
Every outdoor event you host should be improved upon from the prior one. However, your budget may be a constraint but don’t worry. Utilizing various audio-visual strategies and approaches to produce novel experiences is a creative way to surprise and astonish visitors. There are countless methods to make each year’s event unique and “new,” from using projection mapping to bring inanimate items to life to projecting breathtaking visuals over the grounds and surroundings.
Take advantage of an event app.
Logistical problems frequently arise when arranging outdoor events. The information desk, maps, schedules, etc., will be minimal because the event will occur outside. Even discovering the way-finding map itself could need a map. Even more challenging to explain are updates and announcements. Using a straightforward event app that allows rapid communication with participants is a beautiful concept. Utilize the power of ease of information exchange and provision for all parties in the palm of your hand. Additionally, you obtain information on your attendees that you may utilize to enhance the organization of the outdoor event.
Planning an outdoor event can be challenging, but you can do the most with the discussed tips. Remember to consider all possible weather scenarios to avoid being caught off guard.