Lorie Grooms, CMP
planning for… an outdoor event
Updated: Dec 15, 2019
An outdoor event can be a fun and unique addition to a 'typical' conference. Attendees may even appreciate being outside after spending the entire day in a classroom setting of educational and professional development sessions. Whether it’s a stand-alone event or a portion of a larger conference, here are some questions to consider when planning an outdoor event:
What is the typical weather pattern for the time of year and location?
Will the event be held rain or shine?
What is the rain back up location, if any?
How many hours before the event is a final decision made on whether the event will proceed or not, due to weather?
Is cancellation insurance in place?
If the event is canceled due to weather, will there be a make-up date? What is refund policy for attendees?
What is the event layout, to allow for the best flow?
What type of catering will work well with the outdoor temperatures? Are food trucks or other unique options possible in the space?
Will alcohol be served? Is a liquor license, separate from the venue, needed? Who is responsible for verifying the age of attendees?
Would the addition of tents help provide relief to attendees (sun or rain)?
What types of décor will enhance the event (special lighting, trees, balloons, photo area, etc.)?
Is lighting needed?
Will there be special performances that need permits?
What type of music (live, DJ, or venue provided) or sound (announcements, introductions, award presentation, sponsor thank you, etc.) does the event need?
Are there electrical needs?
What types of barricades, gates, or stanchions are needed?
Is security needed for crowd-control?
What is the maximum capacity?
Is the event ticketed? If so, what type of ticket is being used (digital or printed)? If not, how will attendees be identified and granted access?
Are there enough restrooms for attendees or do portal toilets need to be rented?
Is available parking sufficient?
Need help planning an outdoor event? Send me an email, I’d love to help!
…until we meet again.