If you plan on hosting an event in the near future, you may be considering having your gathering outdoors. If you live in an area that’s always warm or you’re planning something for the summer months, you’ll want to host the best event you can in spite of whatever limitations there may be. The best way to host the perfect event is to prepare a solid plan to keep everything organized.
If you are new to hosting outdoor events, here are some simple tips to get you started.
Always Consider a Backup Plan
While you may be lucky enough to get the perfect weather, you should always have a backup plan. For instance, if an unexpected rain shower happens in the middle of your event, you can have a tent on the premises to properly accommodate your guests. If you do not have a large enough tent to use instead, your outdoor event may need to be relocated or rescheduled. However, with enough preparation, you should be ready with a backup plan. Check your local weather reports regularly so that you can avoid any unwanted surprises.
Spread out Your Power Sources
One of the worst things that can happen at an event is a power outage. By the time you sort everything out, you may lose a large percentage of your guests.
Instead of troubleshooting your electrical issues once they short out, try spreading them out to various parts of the event’s venue. That way, one circuit isn’t working overtime to keep the entire event going. If you are using any A/V equipment during the event, it’s always good to have extra equipment handy in case of a malfunction.
Use Wireless Equipment When Possible
There’s little doubt that wireless A/V equipment is faster to set up and take down than equipment with wires. For example, if you’re setting up some speakers in various locations around the venue, you simply need to decide where you want the speakers to sit and then place them there. There’s no need to worry about whether or not you have enough cable to run from the speakers to the mixing board or another device to which they’re connected. If you’re doing the setup and takedown for your own event, you’ll appreciate how much quicker these jobs go when you go wireless.
Utilize Presentation Equipment
Whether you plan on hosting an event for charity, businesses, or are simply preparing a casual gathering, it’s important that you are able to easily and efficiently address your guests. If you plan on using a microphone to get your guests’ attention, you may want to consider using a portable stage to keep your equipment off of the ground.
A raised surface such as a stage will make your presentations and announcements a focal point. Standing on the stage with a microphone will make it easy for guests to see you from far away. Take some time to decide what kind of stage will best align with your event’s needs.
Optimize Cable Management
One of the drawbacks of equipment with long wires is that people can frequently trip over them. When you rent a number of pieces of A/V equipment, you could have a series of cords and cables running around the room, all underfoot. While people conventionally use gaffer tape to secure the cords and cables to the floor, they can still be a nuisance underfoot.
And, if a section of tape were to pull away over the course of your event and leave the cord exposed, it could be a legitimate trip risk — the last thing that you want during an event of any type. Keeping your wires elevated with portable stages gives you a tidier appearance in your event space. Regardless of the type of event that is taking place, you may find that cords and cables running across the floor distract from the visual experience. For example, if you’re setting up an event with limited space available, black cables running underfoot will stand out. When you keep your equipment elevated, you won’t have these distracting elements to take away from the look you wish to achieve.
Keep Your Food Selection Simple
As tempting as it may be to go all out on your food menu, it’s not a great idea. You want to choose items that are both delicious and easy to carry around while guests mingle. Serve finger foods like fruit and veggie trays or mini tacos. You can also add some appetizers that can be eaten on a toothpick and later be tossed in the trash, which makes cleanup a breeze.
Whatever kind of food you choose to serve at your event, be sure to keep refreshments in an accessible part of the venue.
Provide Seasonal Attire for Guests.
What if the sun begins to set before the party is over? If it gets chillier when the sun goes down, you still have options to keep the fun going. For example, you can light a fire that your guests can congregate around. If it starts to feel warm and muggy outside, set out some fans and regular access to cool refreshments.
With the right amount of effort, even a rookie can host a successful outdoor event. The key is planning most of your details in advance. Even if you don’t have live entertainment or a huge budget, you can still impress your guests. Organization and preparation are what will make your event memorable to all of the guests that attend.