The UK can be hit or miss when it comes to
outdoor events, which is why they are one of the most difficult functions to
organise. From food to marquees, umbrellas and sunscreen, it’s hard to know
what to expect. This is one event where you’ll really need to keep your cool in
order to organise it successfully, but we have a few top tips to help you on
your way.
Find the Perfect Venue
The perfect outdoor event needs the perfect
outdoor venue. There are a number of really classy courtyards for hire in
London, and they are only one option for an outdoor venue. From truly rustic to
something more high-end, there’s something to suit every need. Think about what
is happening at your event, the space you will need, and the activities that
you want to hold. This will determine the type of venue that you go for. If you
are expecting a large number of people, parking is also something to take into
consideration.
Have a Rain Plan
If it’s the UK, then a detailed rain plan is
a must. You never know what the weather will be like, so there needs to be an alternative
venue hired out or a large marquee set up where your entire event can be held
in the event of a downpour. You need to think of everything when this happens,
including music, food etc. Holding it indoors won’t be your first choice of course,
but if it does happen it shouldn’t ruin the atmosphere.
Be Prepared for Hot Weather
If all goes well and the rain stays off,
you’ll need to consider how your guests will feel in the sun. Temperatures can
soar in the summer, and not everyone will be prepared for the heat. Have plenty
of water available as well as a supply of sunscreen. There should be a number
of shaded areas as well for your guests to retreat to is it all gets too much.
This is particularly important to think about when it comes to the timing of
events. No one will want to be in the midday sun for very long in summer.
Make Sure it Makes Sense
How difficult is it to organise your event
out of doors? Are you finding difficulty getting all of the tech you need set
up? Are you having to apply for different permits and licences? Take a step back
and consider if it truly makes sense for your event to be outside. There are
many venues in London have partial area that is open to the sky, that you can
put to use if the weather is good – but still have the majority of the event
inside. Sometimes, you have to reflect upon the work it will take and the
expense before committing fully.
Lighting
If your event is going on as the sun starts
to set, it’s important that you have enough lighting for the area. You’ll need
a lot more than you think to cover the area, so consult with the venue on what
they usually suggest. If you’re still not sure, think about moving your event
indoors once it starts to get dark. Firepits are a great idea in the summer
months that people can gather around, but make sure you are covered by
insurance and health and safety!
Ensure there’s Adequate Seating
No one wants to be standing around outside
all day, so adequate seating in the different areas of your event is a must
have. Whether this is in the form of picnic tables, benches, or even just
picnic blankets on the grass, people are going to want to be able to sit back
at relax, particularly when there is good weather. Make sure you know what
parts of your event will have disabled access, so that you can let patrons know
in advance.
Amenities
One thing about outdoor events, is that
amenities are sometimes in short supply. Ensure that there are an adequate number
of bathrooms for the amount of people that you expect to attend, and that they
are checked and cleaned regularly. Providing supplies such as wipes, plasters
and feminine hygiene products is also a great idea to make sure that everyone
is well cared for.
Hire Caterers
You might be considering just hopping
behind a BBQ for your event, but it’s probably best to hire caterer. The reason
for this is that there are very particular food safety laws when it comes to
cooking outdoors and keeping uncooked meat cool. To prevent any incidents, it’s
best to leave it to the pros. This way, you and your team can enjoy the event
yourselves, without stressing over feeding everyone. Unless you all have a food
handling certificate, you won’t be insured to cook even if you want to.
Clean Up
While it’s important to have a lot of bins
for guests to use, there will inevitably be a lot of clean up after the event.
Unless you are hiring a company to take care of it all, then it’s down to you to
make sure that it’s all sorted. This includes getting all of the chairs put
away and to arrange for any marquees to be taken down first thing in the morning.
It’s a good idea to check back with the venue the next day, not only to thank
them but to make sure that everything is shipshape.
An event out of doors might not be easy to
organise, but the rewards make it worth it. There is nothing that people like
better than the chance to enjoy the sun when it comes out, instead of being
stuck in a room all day. Yes, there’s a lot to consider, but you’re sure to
have a very happy audience by the end of it.
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