Summertime screams outdoor events, and whether you want to be out in the sun and breeze (or didn’t have another venue option), it’s important to have a back up plan for less-than-ideal weather.
1. Inclement Weather Plan
Most outdoor events are planned to capitalize on great summer weather and/or to accommodate a situation where an indoor location is unavailable. To ensure the success of your event, you need a plan for inclement weather – whether it be excessive heat or downpour. In these cases, renting a tent is a great option to prepare. Ask your tent rental company to create a CAD or basic rendering with your floor plan to ensure everything fits. This way, you can make sure there is ample room for the bar, food stations, band, stage, guest tables, and chairs, and ensure that guests can move about with ease.
You never realize how important lighting is until it is bad – it can have an enormous effect on how your guests feel. Lighting for an outdoor event can include lanterns, strings of LED lights draped from poles or trees, perimeter lighting under tents, and up-lighting in an array of colors to showcase walkways or buildings. Never forget to light the walkways!
One of the most over-looked items for outdoor events is the need for power. LED lights don’t draw as much power as traditional lighting, but most vendors will always need some access to power. Most residential homes do not have dedicated outlets; this means if you blow one outlet, you will probably blow the others on the same circuit. To avoid this and to ensure that you have the power your event requires, opt for a generator! Although generators are not inexpensive, most events cannot take place without them.
Having an outdoor event does not mean there will be space for parking… especially in Boston. If you have do have budget for a valet, the quality service will set an organized, classy, and overall positive tone for an event. If your budget does not allow for valet service:
- Ask local businesses or schools if you can utilize their parking lots – oftentimes, a phone call and a small donation goes a long way
- If there is a parking garage or lot nearby, ask the manager for a validated rate for guests
If parking is not an option at all, shuttle buses are a great alternative. However, keep in mind that shuttles often require police detail, as the process of loading and unloading can obstruct traffic flow.
5. Details, Details, Details
Event planning is all about the details. Small touches result in BIG impact. Additional ideas include: passed beverages upon arrival, a charging station for devices, quiet space away from the crowd where intimate conversation and networking can take place, flip flops for guests, and/or ice cold milk and freshly baked cookies for guests when they leave (or waiting at their cars if valet was offered.)
Remember, the key to all successful events: Making every guest feel like a VIP.
Have an upcoming event we can manage for you? Let us make it better than ever – contact us at 617.848.4225 to help you plan, organize and execute your next event!