Have you found yourself asking, “why should I bother with outdoor event planning?”
After all, with fickle weather, pesky bugs, and time-consuming setup and disassembly, it can be a lot to manage!
But the truth is… Once you get past those hurdles, outdoor events are incredibly popular — and for good reason! There are lots of perks to hosting events outside that you can’t get from the indoors, including the following:
- Large open space for an event of virtually any size
- Breathtaking foliage and scenic views as backdrop decor
- Reduced risk of spreading the coronavirus
And that’s just to name a few! But don’t worry… Planning an outdoor event doesn’t have to be as difficult as it seems.
We’ve rounded up some of the best tips for outdoor event planning all in one place. And with WeatherPort® Shelter Systems, planning your next outdoor event will be fun instead of frustrating!
Get Your Legal Ducks in a Row
Okay, we know — this isn’t the most exciting part of outdoor event planning. But outdoor events come with a few extra legal hoops to jump through than indoor ones. So it’s best to get these out of the way first so everything else goes smoothly.
Permits, Permits, and More Permits
For starters, you’ll want to check whether you need a permit. Odds are, you will!
Permits have become a routine part of the event planning process to make sure everyone stays safe. Most outdoor public spaces and even some private spaces require them. Check in with your venue to be sure. They’ll probably ask you for the following details:
- What size of canopy or party tent you’ll be using
- The location of the tent, stage, seating, etc.
- How many people will be there (including guests and employees)
- The number of exits out of the canopy or tent
- What type of heating and/or electrical gear you’ll use
- Proposed routes for emergency vehicles
- Whether or not you’ll be serving food or alcohol
- And more
Permits will help make sure everyone is safe, so they can enjoy your event to the fullest!
Being a Noisy Neighbor Can Cost You
We know you want to use your event budget wisely. But did you know that being noisy can increase your expenses? If you’re not careful, you could get stuck with a fine for a noise violation.
To avoid extra unexpected costs, check ahead about noise ordinances in the area. See if noise is prohibited before or after the time of your event. If the times don’t match up, consider shifting your event time or contacting local authorities to work out the logistics.
Increase Your Event Budget With Sponsors
Have a dream for something spectacular at your event that you’re not sure how to make happen? Well, teamwork makes the dream work! Find an event sponsor (or several) to make your event truly spectacular.
Sponsors help event planners do some pretty amazing things, including:
- Keep ticket prices low to help increase attendance.
- Add raffles for guests to win large prizes.
- Give away swag bags for guests to leave with.
- Increase your event’s credibility.
In return, the sponsors get to boost their brand awareness. It’s a win-win.
And to make your sponsorship proposal super persuasive, offer sponsors the chance to have their own branded vendor canopy. They won’t be able to resist having maximum visibility at your event!
Prevent Parking Mishaps
With everything else on your to-do list, it can be easy to let parking details go by the wayside. But don’t forget, not every outdoor venue has ideal event parking.
You don’t want your guests to circle around for a spot and miss the start of your event. And making them hike a long distance from the parking lot to your main location isn’t a great start either — especially in bad weather.
So make arriving at your event a breeze by making dedicated parking areas close to the location. WeatherPort has outdoor parking lot structures perfect for creating your own event-exclusive parking.
They’ll keep your guests’ cars safe while they enjoy your event. And when they leave, they won’t have to worry about digging their cars out of snow or letting them cool down from blistering heat. You’ll start and end your event on a positive note — making the whole experience flawless.
Choose the Best Outdoor Event Structures
Great outdoor events should blow your guests away… but not literally! Make sure heavy wind gusts, rain, or snow don’t ruin your event. Picking the best outdoor structures for events is a huge priority because it provides shelter for:
- Your attendees and staff
- Food, drinks, and giveaways
- Electrical gear
- And so much more
Essentially, it protects your entire event from Mother Nature (who can often be unpredictable).
Opt for Engineered Outdoor Event Structures
Don’t risk a disaster by gambling on any old party tents or canopies. Instead, opt for the reassurance and security of high-quality engineered outdoor event structures from WeatherPort.
Unlike typical pop-up tents and canopies, engineered fabric structures from WeatherPort are purposefully built to stand up to the most extreme weather conditions. They are the strongest, most durable, and longest-lasting structures on the market. So they won’t blow away or collapse under snow. How’s that for reassuring?
Plus, we have plenty of options to choose from, including:
- Elegant wedding and party tents
- Show-stopping stage covers and concert halls
- Professional convention centers and exhibit halls
- Picnic area covers for meals, drinks, and socializing
- Branded canopies to promote your event or business
- And more
With WeatherPort, rescheduled or cancelled events due to weather will be a thing of the past! Plus, WeatherPort structures can be equipped with insulation and heating systems, so your guests will be comfortable at outdoor events year-round!
[Related: Event Sizing & Seating Guide]
Get Creative With Your Layout and Decor
If you want to give your attendees a truly unforgettable experience, get creative with your layout and design. Think about how you want your guests to feel at the event, and translate that into your plan.
Match Your Layout to Your Purpose
First, consider the purpose of your event when you’re deciding on layout.
For example, if your event is an outdoor concert, make sure your main concert stage is the center of attention. On the other hand, if your outdoor event is recreational, make sure there is plenty of open space at the center of the venue for moving around!
Make It Memorable With a Branded Design
How you choose to design the venue is key for making outdoor events memorable. Having bland-looking buildings and decor is not the way to go. Choose a theme, and design around that!
Power Up the Party
Outdoor events are taken to a whole new level when you have a good electrical system handy. Having a power source at your event lets you add things like:
- Gorgeous lighting
- Amplified music and sound
- Large LED display screens
- Heating and cooling
Setting up electrical systems can often be a huge challenge that requires an electrician and lots of setup. To make it simple, go with a WeatherPort structure! Our easy plug-and-play electrical systems meet all the requirements of the National Electrical Code. Plus, it will save you time and manpower at setup!
Keep Unwanted Critters at Bay
Part of being outdoors is sharing space with the critters that live there. But an important part of outdoor event planning is making sure bugs don’t “bug” your guests! Nobody wants to spend hours being dinner for mosquitoes or finding a fly in their drink.
Here are a few ways to keep unwanted critters at bay:
- Use citronella candles as decorative table centerpieces.
- Offer dinner plate and drink covers.
- Have an event structure with rollup side curtains.
And if you want to keep out critters in style, choose from one of over eight different styles of canopy side curtains from WeatherPort’s collection!
Plan for Plenty of Health Precautions
Of course, having your event outdoors already reduces the risk of spreading COVID-19. Guests will have plenty of space to spread out and keep a safe distance.
In addition, it’s a good idea to have extra precautions at your event in case other emergencies arise. Here are some examples:
- Make a list of the closest hospitals and the fastest routes to get there.
- Have medical staff on-site.
- Keep first aid supplies in an easy-to-access spot.
- Have sanitation stations with hand sanitizer and personal protective equipment (PPE) spread throughout the event.
You can even devote a structure at your event where safety supplies and medical staff can be stored, so they’re easy to find when you need them.
Book Enough Time for Setup and Disassembly
Last but not least… Don’t forget to account for setup and disassembly time when you book your venue. That includes:
- Loading your event gear in and out of the venue
- Building and taking down outdoor event structures
- Setting up and powering down electrical equipment
- Testing sound and visual effects
Looking to shave off hours of setup and disassembly time? WeatherPort’s outdoor event structures can help! They are completely portable and user-friendly, so they can be put up and taken down in minutes with just a small group of three!
Outstanding Outdoor Event Structures From WeatherPort
Our friendly building specialists are ready to help you pick out outstanding outdoor structures for your events. Our goal is to make outdoor event planning simpler for you while elevating your guests’ overall experience.
Contact us today to let us know more about your upcoming outdoor event needs!