When business owners think of hosting corporate events outside, they imagine a perfect day, with perfect weather, and every guest perfectly comfortable. Unfortunately, the reality of outdoor corporate events can often be less than ideal if they are not properly planned for. Here are 7 tips to help keep your outdoor event more on the perfect side of the equation.
1. Have a Plan B – No matter where your event is located, what time of year it is, or how sure you are that the weather won’t be a problem, weather can be an issue. This can include rain, snow, unseasonable heat or cold, or any other uncontrollable natural issues. To combat this, have a Plan B. This can be anything from an indoor space at the venue to tents to a secondary venue reserved as a backup. If you don’t account for bad weather and wind up having a problem, your event will be over before it begins.
2. Ensure Shade – Guests will want the option to avoid the sun, at least for periods of time. If your venue is naturally shady, with trees, built in terraces or gazebos, or some other natural shade, then you should be fine. But if it is not, then be sure to bring shade, either with tents or large umbrellas.
3. Temperature Control – Everyone has a different idea of what an ideal temperature is, so be sure that your event has options for those who get too hot in the summer or too cold in the winter. Fire pits and heat lamps can be a great option in colder settings that can also add to the ambiance. In warmer weather, fans and misters work great. You can also look at low-tech options like cold towels in the summer and blankets in the winter; these options can cut costs and add a personal touch to an event.
4. Time Matters – Consider the purpose of the event, the target audience, and the time of year when determining when your event will be. An event that serves lunch in the sun will have a very different feeling than one that serves cocktails under the stars. Picking the right time of day can make or break an event.
5. Splurge on Seating – Generally, keeping a tight budget is very important. One place it is worth breaking the budget, however, is seating. Most outdoor events offer white folding chairs, picnic benches, or some other generic, uncomfortable option. By upgrading the seating to something more comfortable, your guests will be appreciate, and will think more highly of the event.
6. Bug Control – Depending on where the event is, bugs can be a major issue. Having something in place to ensure mosquitos, ants, bees, and other pests won’t bother your pests is important. Some venues will already have this under control, but if you are going to a venue that does not take care of bugs, be sure to do something about them. This can include citronella candles, bug bombs, or other traps. You might also want to consider where your venue is relative to trees, areas of high grass, or other high-bug areas.
7. Restroom Options – Nobody likes to use a porta potty. If your event will be hosted at an event with a conveniently located indoor restroom, that is ideal. But if not, then make sure you have adequate restroom options available. If you must bring in a portable potty, consider luxury options that include running water, flushing toilets, and real soap, at a minimum. You don’t want guests leaving early because they need to use the restroom but are too disgusted to use the ones you’ve provided.
By keeping these 7 tips in mind as you plan an outdoor corporate event, you should find yourself ready to plan something that your guests will enjoy and remember for years to come.
For more information about Hillier Consulting & Marketing visit us HERE.