9 Tips to Effortlessly Organize an Outdoor Corporate Event

Organize an Outdoor Event

There are many things to consider when planning an outside corporate event. Some of them may include necessary permits, bad weather, the number of attendees, or the nature of the event itself. On the other hand, outdoor events may provide features that the indoors cannot, such as natural beauty, scenery and ambience. While planning such a feast may seem to be overwhelming, it can be broken down into easily manageable steps. Let's go over the points that should be considered.

1. Budget

Deciding on a budget should arguably be the first thing to come to mind. Asking yourself (or the higher-ups) how much spending is within the comfort zone, is the root from which all further organizing should sprout. When that is taken care of, plan on actually using about 75% of the aforementioned budget. The reason is you are leaving enough headroom for any unforeseen circumstances, which always seem to take place. Aim for the exact amount, and your run the risk of lacking the necessary funds.

2. Permits

Certain jurisdictions make it obligatory for those who want to organize an outside event to acquire an official permit. Do this as soon as you have made up your mind on where and when you would want to have your event. Surely, one of the fastest ways to have your event shut down is not consulting the local authorities and in extension not getting the necessary permits.

3. Logistics

Having everything scheduled to the finest detail possible will save you from most hiccups and unforeseen circumstances. That also includes timing, as you have a finite amount of it. Ultimately, it will save you the hassle and money as well.

4. Have a Plan B

Have a contingency plan. For example, in case of rain or wind, bring a tent. Or better yet, portable pavilions which are very modular in design, allowing for portable air conditioners.

5. Sanitation and amenities

Ensuring an adequate number of quality sanitation facilities is crucial for having a comfortable experience. Take into consideration that not only your guests will need them, but also your entire crew. Along with that, keep disposable sanitation wipes, soap, other hygiene products and anything else that might make your guests more comfortable in adequate quantities.

6. Safety and event-specific miscellaneous

An evening event would almost certainly necessitate adequate lighting. Reasons may include, apart from the obvious comfort of the guests, more serious notions such as safety. Walkways, parking spaces, exit and emergency exit paths must be properly illuminated.

More on safety, it is a very wise idea to encompass your venue with some form of quality temporary fencing. For a multitude of reasons it is necessary to make the physical boundaries of your event clear to the attendees. Is your event in a remote location with an uneven terrain? In that case, it would be a good idea to ensure proper communication between the staff, as the entire venue cannot be overseen from a singular position.

All of these variables, and many more, add to the complexity of organizing a successful event. Keep in mind the uniquenesses of your event, and account for them.

7. Pre-event preparation

Prior to the event, make sure to have the area prepared. Exterminators should spray the designated area to keep any unwanted guests at bay. Make sure that enough time has passed after, for food to be safely served in the area. Proper precautions should also be taken to keep the mosquitoes and other airborne pests away. Power systems are also usually set up and configured beforehand.

8. Sending out proper invitations

All the relevant information should be disclosed on the invitations for the potential attendees and across all the marketing channels you use to promote the event. It includes, but is not limited to, the dress code, type and style of the event, parking and public transit information and the agenda.

9. Post-event

Your event has gone flawlessly, but the work is not done. There could be a lot of cleaning up to do, so make sure to have an arrangement with the local sanitation department. Or hire your own hauling firm to take care of business.

Now that you are all set, consider taking some post-event feedback to learn what was done right and what wasn't. Embrace all the advantages that the outdoors can give you, and make your event a memorable one.

Guest Author

Leila Dorari

Leila Dorari is an entrepreneur, freelance writer and business-improvement enthusiast from Sydney. Currently, she is consulting companies on various effects different marketing solutions can have on their business. In her spare time you can usually find her window shopping.