When discussing the long-term impact of the pandemic’s effects on the events industry, we often think back to the first pivot to virtual, and the subsequent shift to the hybrid event as restrictions were eased. Pandemic-related concerns about health have led to a higher demand for outdoor events, especially in the warmer months of the year.
Your events can work outdoors. Many circumstances can be done outside or inside. This includes company all-hands meetings and executive retreats. Social activities can also be used for larger conferences, such as al fresco lunches and networking sessions.
Here are ten things to consider as the weather heats up.
Get a backup plan
Although it sounds simple, this basic principle needs to be addressed. Rain dates for outdoor events were once a common practice. They have fallen out of favor due to difficulties in coordinating events. This practice may need to be revived as nothing can dampen the spirit like being outside and getting soaked.
Flexible agendas are one way to create a backup plan. You can schedule the outdoor portion for multi-day outdoor events on Day 1 or in the morning. If Mother Nature is not cooperative, you can move the outdoor parts to another day or the afternoon.
Choose a location with both indoor and outdoor venues.
An outdoor venue with a chalet, indoor arena, or auditorium is a great example. You can reserve that space to be used as a backup in the event of rain.
My company has hosted beach dinners in sunny locations a few times. Unfortunately, resorts and hotels cannot “spin on the dime.” We were able twice to choose indoor venues without needing a fourth wall. The indoor venues had a fantastic view of the outdoors so that participants could enjoy the outdoors and the indoors.
This template checklist will help you plan and budget, set up your event platform, and create visitor hygiene guidelines.
Ask about curfews, and obtain permits.
Some outdoor locations may have curfews in place to reduce disruption to residents, depending on how close they are to residential areas. Make sure you find out about curfews to build a buffer for your outdoor event. You may need to cancel the event if you need to catch up. It would help if you also researched whether you need a permit to hold your event outside.
Make sure you have a protection plan.
“Run for cover” refers to the response to a sudden downpour. It is equally important to provide shelter and protection from the sun on hot days or in areas with extreme temperatures like the desert.
Canopies are a better option than tables or a marquee. Marquees can only be ordered on time. Event planners must call them in advance and set them up and ready for use.
Provide water stations
Attendees must have enough water stations during hot weather events, especially those involving alcohol. Only using plastic water bottles is recommended to reduce the environmental impact of your event. You can instead provide refill stations at your event and include a branded water jug in your event bag. This can be offered to your sponsors for additional revenue.
Ask participants to be prepared for weather changes during transitional seasons.
Remind them in the spring and autumn that weather conditions can change quickly, so they should bring extra socks, warm jackets, and hats.
Have an emergency kit handy
This increases the possibility of something going wrong when planning outdoor events. Be prepared for anything. You can also pick up sunscreen, insect repellents, After Bite, umbrellas, and rain ponchos at the dollar store. Participants should remember to bring extra socks and a bag for wet clothes. In case of an insect bite, keep an Epi-Pen on hand.
Choose activities that work indoors and outdoors.
Nothing is worse than a group getting excited about an activity only to cancel it. A company that organizes outdoor events to bring buyers and suppliers together had a sandcastle competition on their schedule. This was a great event that participants were looking forward to. It was canceled when it started to rain, and an indoor alternative was offered. If you had planned well, it would have been possible to bring the event indoors. Or choose an activity that is less dependent on the weather.
Event planners can avoid these pitfalls and ensure everyone has a blast with their event planning.
Have participants communicate any discomfort immediately with you and be ready to modify your plan
An outdoor campfire was part of an event I organized in spring. Although warm, the ground was still soggy when we reached the firepit. Although participants were asked to wear warm socks and boots, many showed up wearing only running shoes, despite being reminded. Instead of letting people struggle when they were not ready, we decided to let them change into their warm socks and go to the lounge with a fireplace we had reserved for backup. Anne Thornley Brown, a specialist in Executive Retreats
These tips can be used to save outdoor events and ensure participants have a great time and return home feeling good.
Find out if your venue has all accessibility.
Although this is not something you will often see on your lists, you must consider all your attendees and their accessibility requirements. Is the venue able to accommodate people with disabilities, both indoors and outdoors?
The University of Birmingham Conference & Events recommends the following to help you consider accessibility for your event.
- Parking with disabled bays and adequate space around each parking spot for access
- Clear and accessible paths: It is possible to have difficulty with uneven or soft terrain, such as grassy fields.
- Clear, regular signage in a sans-serif font
- You will find quiet, covered areas with seating and privacy.
- Staff with a high level of training are wearing readily identifiable uniforms
