Outdoor Events: yes, no, or maybe

I have spent decades in the meeting, festival and event production industry, and one of the most challenging types of events that I have worked on are those that are held outdoors. Many clients tend to look at the positives of these events.  Given a choice between holding a meeting in a stuffy hotel ballroom (no offense to stuffy hotel ballrooms!) and an outdoor location surrounding a beautiful pool, what would be the obvious choice?  Likewise, when putting on public events, who would not prefer outdoor venues to indoor ones?

Although there are many benefits to outdoor events, we have to give significant thought to some of the challenges surrounding them.  The top four challenges include:

• Weather: Sun, rain, wind, and extreme temperatures can all disrupt an outdoor event.
• Logistics: Power, water, restrooms, and waste disposal may not be readily available at outdoor venues.
• Shelter: Depending on the event, you may need tents, canopies, or other structures for shade, rain protection, or to create specific areas.
• Risk Management: Although there are certainly risks associated with indoor events, these are multiplied in outdoor settings, especially those which do not have restricted access points.

Please recognize that these challenges all have solutions.  Some of them include:

• Weather:
• Have a backup plan - a tent or indoor space in case of rain or extreme heat/cold.
• Be prepared for sun - provide shade, sunscreen, and water.
• Have a communication plan - a way to notify attendees of weather changes.
• Logistics:
• Rent generators - to ensure a reliable power source.
• Hire portable restrooms - enough for the expected guest count.
• Work with caterers - who can handle outdoor setups and have access to water.
• Shelter:
• Rent tents or canopies - based on the size and needs of the event.
• Consider the layout - create designated areas for eating, relaxing, and activities.
• Risk Management:
• Make sure you do a risk assessment and work with risk professionals to minimize your risk
• Make sure that you have a plan in case something bad happens and make sure that all of your stakeholders are aware of these plans.

By planning ahead for these challenges, you can ensure a smooth and successful outdoor event.