Planning a major outdoor event for the first time can be intimidating, although it doesn’t have to be. Most of the time, it just requires careful planning to pull off one of these events without major setbacks. If you have found yourself on the planning committee for the first time, this beginner’s guide will walk you through some of the basics to consider.
Get Started Early
Planning a large event takes time and you will want to get orders and reservations in as soon as possible to ensure availability. Certain times of the year in particular are busy for various professionals, such as caterers and entertainers, so it is always best to book as early as possible. When everything is in place in advance, you are less likely to have supply shortages, entertainers who can’t come or venues that turn out to be unavailable. In other words, once you get in on that planning committee, get planning.
Make Contingencies For The Weather
An outdoor event will always need to be planned around the weather, something that is not as significant a factor for indoor events. Be prepared for rain, snow, heavy winds or other undesirable weather. You can check the weather forecast in advance or plan based on regular seasonal weather where you live, but there’s always a chance the weather will not cooperate with your event. Your contingency can be having an indoor space to use, hosting the event anyway or postponing it to another date. If the area is prone to sudden storms or heavy showers during the season of your event, prepare for the worst so you won’t be caught off-guard.
Set Up Adequate Waste Facilities
This is a detail that often gets overlooked. However, your outdoor event will need adequate waste facilities to handle both trash generation and bathroom needs. The last thing you want is for your event to leave a mess or for your attendees to be unhappy. You can rent additional toilets through services like Afford A Potty as well as trash cans and dumpsters from local waste disposal companies. Even if there are previously-installed outdoor bathrooms and trash receptacles, you need to be prepared for the kind of traffic that a large amount of people bring and consider bolstering resources to meet their needs.
Accept That There Will Be Hiccups And Learn From Them
The final and one of the most important things you can do is to accept that you won’t get everything right on your first try. Something will go wrong, whether it was within your control or not. Accept this and be flexible. Improvise to get back on track. Afterwards, be sure to learn from any mishaps so you can be prepared to face them next time.
While there is much to consider, planning a large outdoor event can be a fun and rewarding experience. Learn from those who have done it before and pay attention to the small details. Your event is sure to go off without a hitch.