Planning Outdoor Events: A Comprehensive Guide to Outdoor Event Spaces

The life of an event planner is never dull. You will likely handle many types of events during your career. Some will be small and private with a very exclusive guest list. Others will be more lively affairs. And for the latter, outdoor venues are often the solution.

But why should you consider an outdoor space for an event? What are the pros and cons of planning outdoor events, and are there any special considerations? You’ll find the answers to these questions and more, in this comprehensive guide to outdoor event spaces. 

Why Choose Outdoor Event Spaces?

There are several reasons why event planners choose outdoor event spaces. Often it is because the client has requested it. But other reasons include a need for more flexibility and more space. 

Natural scenery is also the perfect backdrop for special events like weddings. This is why outdoor event options are always in high demand, and often have to be booked months or even up to a year in advance. But it’s well worth the effort because outdoor event spaces offer distinct advantages, including:

• A memorable experience for attendees
• The beauty and serenity of natural surroundings
• Fresh air and natural light
• More room to move around

Challenges of Outdoor Event Spaces

Outdoor spaces offer more versatility, and can usually accommodate much larger guest lists. They also provide natural decor with a charm all of its own. But unfortunately, it’s not all smooth sailing when you’re planning an outdoor event, due to these concerns:

• Outdoor spaces often have uneven terrain
• It’s more difficult to ensure safety and security
• Unpleasant weather is always a possibility
• Access to power, water, and ablution facilities may be limited or non-existent

Of course, when you choose venues that have the infrastructure to support large-scale events, most if not all of these issues disappear. That is why finding the perfect venue is crucial. The Perfect Venue Marketplace can help. In just a few clicks, you can find and book the ideal venue to host your outdoor event.

Your client may wish to have their event outdoors, but not at a specially designed venue. In such a scenario, you may need a special permit, or have to abide by certain regulations for protected land. 

When hosting private events on public land, you may need a noise permit, an alcohol license, or even a temporary use permit. The latter is often required before putting up temporary structures on otherwise vacant land.

Meeting the Challenges of Outdoor Events

Outdoor events, whether weddings, corporate gatherings, or children’s parties, offer unique opportunities for memorable experiences. However, they also require thoughtful planning to ensure everything runs smoothly. From unpredictable weather to choosing the right venue, here's what you need to consider.

Be Prepared for Unpredictable Weather

Weather is one of the most critical factors to consider for outdoor events. Conditions can change quickly, so having a solid contingency plan is essential.

• Provide Shelter: Arrange for a structure, such as a marquee or tent, to protect guests from rain or harsh sun while preserving the outdoor ambiance.
• Prepare for Wind: Secure decorations and equipment to prevent them from being blown away.
• Monitor Forecasts: Stay updated on weather predictions in the days leading up to the event and adapt plans accordingly.

Select the Right Outdoor Event Venue

Selecting an established outdoor venue, rather than trying to secure an outdoor space for an event on your own, takes some of the burden off your shoulders. It frees you up to focus on other urgent event-planning tasks.  

If you choose an outdoor venue dedicated to special events, it will have facilities such as restrooms and kitchen areas for caterers, on-site or nearby. There should be a source of power or water available. And contingency plans for inclement weather will probably already be in place, too. 

If you are determined to create your own outdoor event spaces, you can still take inspiration from outdoor venues.

The next time you’re at an outdoor restaurant or hotel with outdoor facilities, take a look around. How have they laid out their rooftop garden, and organized the seating on the outdoor patio? What have they got in place for when it starts to rain or the wind starts to blow? 

This will give you ideas you can use in creating your own outdoor event spaces.

Consider the Type of Event

When looking for an outdoor event venue, consider the type of event. Every event type has its unique requirements and potential challenges. 

For example, a wedding with a large guest list will need quieter surroundings than a children’s birthday party. But the kids’ party will need safer terrain. And a formal corporate event may require more peace and security than both of those.

Match the outdoor space or outdoor venue to the type of event and the attendees, and you won’t go wrong.

Choosing Outdoor Party Venues

What makes a great outdoor party space? And if you’re using an outdoor venue, what do you need to look for when planning a party?

One of the benefits of using outdoor event spaces for birthday parties is that noise is slightly less of an issue. Whether for adults or the youth, parties can get rather loud. But if your event is located out in the great outdoors far from residential areas, there will be fewer people to complain about any noise levels. 

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Adults’ and teens’ parties go hand in hand with music, so there needs to be power for audio equipment and speakers. Unless the outdoor venue is far off the beaten path, you may need a noise permit. Parties tend to go on for longer than other events, so check the regulations regarding hours of use.

Is the outdoor event planned for the evening? You’ll need to outsource good lighting for after-dark. And that requires power too. Adequate lighting is essential for security and safety. 

Consider the Number of Party Guests

How many guests will be attending the party? Is there enough space for seating everyone at the outdoor venue? And if dancing is on the cards, is there enough space to accommodate this? Plastic chairs have the advantage that they can be stacked up out of the way to make space for an impromptu dance floor.

The number of guests at a party is often higher than planned. This is due to gatecrashers and guests not RSVP’ing. Be sure to take this into account when planning your outdoor event.

Our Top Tips for Planning Outdoor Events

Planning successful outdoor events goes beyond choosing suitable outdoor event spaces. For the best results, take note of these top tips:

• Research outdoor event venues and check their customer reviews. Look at reviews from people who used them for similar events to what you’re planning. This will give you a clue as to their suitability for your event.

• Check which permits you need. For any outdoor event, you will need at least one and quite possibly more than one permit. And find out if the region has any special ordinances or codes you need to be aware of.

• Check the weather forecasts for the area and dates involved, and plan accordingly for sun, wind, or rain. But have a backup plan! Weather can be wildly unpredictable and if you’re not prepared, it could spell disaster for your outdoor event.

• If you’re planning an outdoor event that entails music or live entertainment, negotiate with audio equipment hire specialists. Ask if they have portable power stations. If they don’t, you’ll have to organize access to power yourself. 

• Rough terrain, bugs, and tree stumps hidden by tall grass — these are just some of the issues guests may encounter at an outdoor event. Be prepared. Source basic first aid equipment and medical supplies to be stationed at a designated area of the outdoor event.
• The environment should be as pristine after the outdoor event as it was before the guests arrived. Ensure that there are enough trash cans for the number of guests and that they will be removed after the event has concluded and the area cleaned up. Stock up on cleaning aids too.

Conclusion

Outdoor event spaces offer flexibility, versatility, and stunning surroundings. They can turn any event into a magical experience. But always remember to match your chosen outdoor space to your client's wishes, the event’s purpose, and the guests’ needs.

Are you looking for the perfect venue for an outdoor event? The Perfect Venue Marketplace offers top-tier venues, both indoor and outdoor, that you can rely on. We take the hassle out of finding and booking the ideal venue, so you can concentrate on planning a successful and highly memorable event. 

‍Start exploring outdoor venues today!