Business events are instrumental in building interpersonal relationships, solidarity, and a sense of belonging in the employees. These events are also perfect for forming a rapport with the community. However, hosting entertaining and successful outdoor events for a large crowd is tricky. Multiple variables need constant attention and extensive planning in advance for the success of the event.
We have a checklist for you to make the planning process easier and more manageable.
- Make a Spending Plan
Regardless of how big or small the event is, proper budgeting can make it a success. From the right venue to the garbage disposal services, you need to plan and allocate sufficient funds for all the services.
With a precise cost estimate, it would be a lot easier to decide when to cut costs and when to splurge. If you plan way ahead of time, you can also obtain deals on many services and cut down on expenses.
- Form a Task Force
Involving colleagues or interns in the event planning process is essential if you’re not hiring event organizers. Two or three persons can work together on the logistics of different items. These small task forces will ensure that you don’t overlook any detail and can multitask.
These mini-teams can monitor the services during the event to ensure smooth sailing for the whole event. Planning for the event can also be a great team-building exercise for the company.
- Sanitary Arrangements
Satisfactory sanitation is another crucial factor for a hassle-free event. Guests should have clean and accessible restroom facilities. You can easily arrange standard portable bathroom rentals to ensure a good sanitary environment for the event.
- Choose a Suitable Venue
Choosing the perfect venue is critical for the success of an outdoor event. If the company has an outdoor area within the premises, it would be the ideal place to host the event. However, if you are choosing a different location, it should be easily accessible for people and service companies. Also, select a location where you require the least amenities.
- Arrange Amenities
Make sure your guests are comfortable and at ease to make the most of the event. Make a suitable seating plan, and arrange fans and lights for a cozy environment. For an outdoor event, you might also need other amenities like bug repellents, moisturizers, air fresheners, etc.
Ensure that the guests walk into a well-set and visually pleasing venue.
- Check City Regulations
Every city has restrictions regarding the number of guests, noise level, and safety measures for outdoor events. It is essential to get the permits way ahead of time if needed. You can’t risk the event being canceled or shut down due to infringement.
- Food and Drinks
There are different catering options to keep your guests well-fed and hydrated. If your budget permits, arrange light snacks like sandwiches, crackers, fruits, etc. Also, arrange an ample supply of drinking water.
If you want to cut some costs, you can team up with local startups for pop-up food stations for purchase. Also, if families are among the guests, make sure to have kids’ friendly food options.
- Entertainment/Activities
A successful outdoor event ensures engaged and well-entertained guests. Arrange some games or guest-appropriate music for light entertainment.
You can utilize company paraphernalia as props in the games or present them as gifts to the winners. If your event is about a new product, games can also be a fun way to introduce it to the community and get instant first feedback.
- Free Giveaways
Put aside some budget for free giveaways for the guests. These could be your business
stationery items like notepads, pens, etc., or customized t-shirts with the company logo.
This small gesture will make the guests feel welcomed and connected with the company. It can also be a great community outreach initiative.
- Have a Plan B
One of the biggest variables that can ruin an outdoor event is the weather. It’s critical to check the weather forecast two or three days before the event. However, always have a plan B in case of rain or wind emergency.
Choose a location that has some indoor space for a smooth relocation. Foldable furniture and canopies are the best options for outdoor events. Also, have a small team ready with the relocation plan to avoid chaotic situations.
- Arrange the Cleanup
Hire a trash disposal company for the after-event cleaning. It is crucial if the event is scheduled in some public place like a park.
Wrapping up
Outdoor events are challenging but are equally delightful and pleasing. The key to a successful outdoor event is planning ahead of time and managing multiple variables. Our checklist promises a stress-free and rewarding outdoor business event.
If you think we have missed any valuable tips, feel free to comment below.
