When planning an outdoor event, there are several key factors to consider regarding location, weather contingencies, permits, equipment, participant needs and accessibility. The location should have both indoor and outdoor space in case of rain. Backup plans are essential, such as moving activities indoors or rescheduling. Research is also needed on permits, curfews and accessibility. Equipment like tents, hydration stations and first aid supplies should be available. Activities must be suitable inside or out and participants should be prepared for weather changes. With thorough planning and contingencies, outdoor events can be quite successful.

1. 10 Things to Consider When Organizing an Outdoor Event
Title 2: Before Your Next Outdoor Event Keep These Things in Mind
When we discuss the pandemic's long-term effects on the events
industry, we frequently consider the initial switch to virtual events and
the subsequent transition to hybrid events as health restrictions
loosened. As long as the weather is agreeable, an outdoor business
event can be pleasant at any time. In the right setting, all types of
business gatherings can succeed outside.
According to reports, by 2023, the $1 trillion global event business is
anticipated to get back to "regular."
How well will your events perform outside, when there’s so much on the
plate? In addition to company all-hands meetings, executive retreats,
and social events for bigger conferences, think outdoor lunches,
networking opportunities, and live entertainment. Many events can be

2. held both inside and outside. But much like indoor events, planning and
preparation take a lot of time. However, if the preparation is done
correctly, you may guarantee a successful event and a large number of
pleased attendees.
10 Factors That You Need to Keep in Mind While Planning an
Outdoor Event
The following 10 practical factors should be taken into account when
organizing your next outdoor event or the outdoor portions of your
hybrid event planning software as the weather starts to heat up.
1. Pick A Location That Offers Both Indoor and Outdoor Ven
An excellent example is an outdoor location with a chalet, an
indoor amphitheatre, or an auditorium. In case of rain, keep
that area reserved and use it as a backup. Most event planners
have occasionally organized beach dinners for business
gatherings in warm locations. Hotels and resorts cannot,
regrettably, "spin on a dime."
Event planners have the option of choosing two indoor locations
without a fourth wall. This gave participants a great view of the outside,
giving them the best of both worlds while keeping them dry.
Make sure you do not miss a step by using this sample checklist of event
planning to cover everything from planning and budgeting to setting up
your event platform and developing on-site hygiene policies.
2. Have A Backup Plan in Place

3. Although it seems simple enough, this fundamental is frequently
disregarded. It used to be standard practice to announce rain dates for
outdoor events. They are no longer in demand because scheduling
conflicts make them difficult. It might be time to resume this practice
since being outside in the rain has a negative effect on mood more than
anything else.
A flexible agenda is one method for creating a backup plan. Plan the
outdoor portion to take place in the morning or on Day 1 of a multi-day
outdoor event. The outdoor activities can be moved to the afternoon or
another day if Mother Nature is uncooperative.
3. Research Curfews and Obtain Permits
Some outdoor areas may have curfews to lessen the disruption to
nearby residents, depending on how close they are to residential areas.
Make sure to research curfews guidelines and incorporate a safety zone
into your outdoor event. You might have to end the event before the
entire agenda has been completed if you run behind schedule. A permit
may be required if you want to hold your event outside, so be sure to
check this as well.
4. Ensure That You Arrange for A Protective Cover
To describe the response to an unexpected downpour, the phrase "run
for cover" is frequently used. Providing shade and sun protection is
crucial, not only on hot days but also in places with extreme
temperatures, such as the desert.
Think about draping canopies or a marquee over the tables. Don't forget
that last-minute orders for marquees are not acceptable. They must be
set up and ready to go when ordered in advance by event planners.
5. Set Up Hydration Points

4. It's crucial to have enough hydration stations available for attendees at
outdoor events in hot weather, especially those that involve alcohol.
Refrain from using single-use plastic water bottles at your event to
reduce their environmental impact. Instead, set up lots of water bottle
refilling stations and include a branded water bottle in the giveaways at
your event. To generate more revenue, you can make this available to
your sponsors.
6.During Transitional Seasons, Remind Participants to Dress in
Layers in Case the Weather Changes
For instance, in the spring and fall, reaffirm that sudden changes in
weather are possible and ask them to bring boots, warm jackets, hats,
mittens, extra socks, and a plastic bag for wet clothing.
7. Always Have a First Aid Kit on Hand

5. This increases the variety of issues that could arise in an outdoor event
organization. Because of this, be sure to be ready for anything. Take a
quick trip to the dollar store and stock up on extra sunblock, bug spray,
and After Bite. In the event that someone gets stung by an insect, keep
an EpiPen close by.
8.Choose Exercises That Will Be Effective Whether They Are
Performed Indoors or Outdoors
Nothing is worse than building up a group's excitement for an activity
only to postpone it. For instance, a company that organizes outdoor
gatherings to connect buyers and suppliers had a sandcastle-building
contest on their schedule. It was something that the participants were
eager to see.
The indoor alternative was less appealing when it was postponed due to
rain. With careful event planning, it might have been possible to find a
way to move this event indoors or choose an activity that is less
weather-dependent. Event software can ensure that everyone has a
good time by taking care to plan carefully in order to avoid many of the
problems associated with outdoor events.
9.Request Immediate Communication of Any Discomfort from
Participants, And Be Ready to Alter Your Plan as Necessary
Once in the spring, we planned a gathering that included a campfire
outside. However, by the time we arrived at the fire pit in the evening,
the ground had become soggy despite the fact that it was warm
enough. Despite our reminders, many participants arrived wearing only
running shoes even though they were instructed to wear boots and
warm socks — you must have faced these issues while planning outdoor
events!

6. The better strategy is to give people a chance to change their soaked
shoes and socks before they headed to the lounge with a fireplace that
you had reserved as a backup, as opposed to pushing through when so
many people were unprepared.
All of these suggestions will complement one another to keep outdoor
events safe, guarantee that attendees have a great time, and send them
off in high spirits.
10. Verify That Everyone Can Access Your Venue
Although it does not frequently appear on lists, it is crucial to take into
account all of your attendees and their accessibility requirements. Can
the venue you've chosen make reasonable accommodations so that
people with disabilities can attend both indoor and outdoor events?
The following is a suggested starting point when thinking about
accessibility for your event from the University of Birmingham
Conference & Events:
○ Parking with designated spaces for people with disabilities
or enough space to access each parking space.
○ Accessible and well-lit pathways are necessary because soft
or uneven terrain, such as grassy fields, can be difficult.
○ Areas with seating and some privacies are peaceful and
covered.
○ A well-trained workforce with recognizable uniforms.

7. Outdoor gatherings are a fantastic way to engage attendees while
providing them with a unique experience. To provide your attendees
with a memorable experience, it's crucial to take into account all the
factors mentioned.
Conclusion
Events held outdoors are great fun, but compared to events held
indoors, a few more things can go wrong. Of these, the weather is the
most crucial. Make a plan for what you'll do in the event of rain, snow,
extreme heat, or cold so that you will be aware of how things will
change and what special planning is required.
You might be able to work out a deal with your suppliers for supplies like
umbrellas, tents, or furniture covers that will only be used when it's
rainy or stormy. To create a backup plan for everything that might go
wrong on the big day, you should also take the time to consider any
additional problems that might arise including technical or network
issues. You will be in a much more reasonable place once you have a
solid understanding of everything that could go wrong.
However, all of these strategies will only work if you have a sound event
app that will offer seamless onsite QR check-ins, Gamification
leaderboards, networking opportunities, interaction with speakers and
so much more. Eventify undoubtedly will not disappoint you to have the
best outdoor event ever!