How to hold an outdoor event
THE warmer weather is upon us and that means one thing - outdoor events! Outdoor events provide a unique backdrop and freshness for your event. You can get really creative when leveraging the character of the outdoors and you usually have a lot more space to work with than when planning an indoor event.
However, while exciting, the outdoors does present a new set of challenges when it comes to planning and executing a successful event.
Specialising in outdoor beach and lawn dinners after working on Hamilton Island for six years and now leading the team at Novotel Twin Waters, I’ve had my fair share of outdoor events! Here are some of my tips so you can get the most out of the open-air event experience: Make sure your event is
suitable for the outdoors - not every event will work outside, such as a lengthy seminar, so don’t just hold it outside for the sake of it. Share visuals or content - showing videos, slides or photos can be done in a number of ways. Large outdoor projection screens look great but are very susceptible to wind or rain. We have often found several 65” LCD Monitors on stands placed strategically can often be the best option. Ensure the comfort of guests - consider where guests will sit, how easy it will be to access drinks, food and any amenities, and if it is likely to be a hot summer’s day, what shade will you provide? Alternatively if the weather is looking cold, heaters can be organised. Organise the lighting and
sound - just because an event is outdoors, doesn’t mean you have to miss out on any of the lighting and sound available to indoor events. Not only should you have lights for safety, to mark pathways or exits, but you can also get creative with festoon lighting or gobo patterns. Sound travels differently outside and you will need to consider quality and placement to distribute audio evenly. The important thing is to work with an AV provider with experience working on outdoor events. Check for pests - it’s always a good idea to make sure you know what pests could be around the area, and if needed, organise a pest exterminator prior to the event or have plenty of repellent on hand.
Watch the weather - weather can be unpredictable and it’s the one aspect of your event you can’t control. Having a backup plan in case the weather turns on the day is a crucial part of hosting an outdoor event. Remember even on a sunny day, wind can have a huge effect on the execution of your event.
Need help with the AV at your next outdoor event?
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