As the sun shines brighter and the days are longer, the allure of outdoor events becomes irresistible. But planning an outdoor event is not without its unique set of challenges. From weather considerations to ensuring guest comfort, there's a lot to think about.
In this blog, we'll share our expertise and provide crucial do's and don'ts for planning outdoor festivities---from managing weather changes to curating perfect seasonal menus---so you’ll be equipped with insights for planning incredible outdoor events.
Setting the Stage: Understanding Outdoor Event Planning
Imagine organizing a rooftop celebration on a seemingly perfect summer day.
The sky is brilliantly clear.
The weather forecast promises comfortable temperatures well into the evening.
You have meticulously planned everything.
Suddenly…
Unforecasted winds start causing havoc with your table settings and linens, threatening to disrupt the carefully created ambiance.
This scenario demonstrates the essence of outdoor event planning—it's full of unpredictability.
Careful planning doesn't just involve setting up an attractive space or crafting a delightful menu. It requires forethought about the many variables that can impact an outdoor event, such as unexpected weather changes, to keep your guests comfortable and your event running smoothly.
Navigating these complexities successfully is what sets apart a memorable outdoor event from a run-of-the-mill gathering.
Essential Do's and Don'ts of Outdoor Event Planning
Do Consider Weather Variations and Comfort
When planning an outdoor event, always keep weather fluctuations in mind. You want to ensure that your guests are comfortable regardless of the forecast.
Consider providing heaters or fire pits for cooler evenings, much like those at Ballast Point Miramar and Ballast Point Long Beach, to add warmth and create a cozy ambiance if the temperatures begin to dip after sunset.
But, don't forget about the heat of the day either! If your event is planned during the daytime, you can create shaded areas with awnings or umbrellas.
Venues like Lumi and Ballast Point Anaheim offer large, covered rooftop bars that provide shade, but you can also consider portable air conditioners or misters to keep the temperature down and your guests cool.
Attention to small details can significantly enhance the comfort of your attendees.
For instance, at a wine-tasting event at Rustic Root, we offered branded blankets as keepsakes so guests could get cozy and fend off the evening’s chilly temps. Draped over chairs and stacked in cute baskets around the rooftop reception area, these blankets not only tied into the rustic decor but also served as a comfort feature and a medium of brand recognition. Plus, the guests absolutely adored them!
Don't Ignore a Backup Plan for Rain
Even in places known for their perfect weather, (like SoCal), unexpected showers can dampen your outdoor event if you're not prepared.
Always have a plan B!
This could mean selecting a venue with awning options, a retractable roof like at Rustic Root, or arranging for quick-setup tents. In our experience, a flexible plan that accommodates weather changes can save your event from a washout and keep your guests happy.
Do Prioritize Ease of Access to Facilities
Large-scale outdoor events like street festivals or block parties present their own set of challenges. No guest enjoys a long trek to the restroom and ensuring convenient access to them is paramount.
When we host block-party style events at Rustic Root or Huntress and Lumi, we always make sure to hang clear signage that guide guests, ensuring they can find their way to the restroom effortlessly.
Additionally, renting high-quality portable toilets significantly enhances the guest experience. An accessible venue not only ensures guest comfort but also complies with regulations for guests with disabilities.
Don't Neglect Wind Protection
As we learned earlier, a sudden gust of wind can quickly disrupt your outdoor event.
Invest in sturdy, weighted décor to prevent mishaps, and consider napkin holders to avoid flyaway napkins. These thoughtful additions show your attention to detail and make for a smoother event.
Do Create Weather-Inspired Menus
Picking the right food for your outdoor event can really boost the fun. Keep in mind what time of year it is when planning your menu. When the weather is warm, you want to avoid food like raw bars or poke bowls that might not do well in the hot sun.
So, why not replace the poke bar with wandering oyster shuckers with ice chests and chilled rosé?
Don’t be afraid to get creative and embrace the seasonality of your event with your menu choices. Summertime events call for lighter, refreshing fare and drinks, while a fall or winter event might feature hearty dishes and warming cocktails.
Don't Overlook the Need for AV Clarity
Effective audio-visual setup is crucial for a successful outdoor event. Whether it's a daytime celebration under the sunny sky or a night-time gathering under the stars, your AV setup needs to cater to the unique demands of each scenario.
For daytime events, ensure your screens are visible even in bright light. A prime example of catering to this need is Bay City Brewing's rooftop space. Outfitted with 180” and 120” high definition projection screens, visibility remains high even in bright, sunny conditions, enhancing the guest's viewing experience.
For evening events, proper illumination is critical.
Ensure your space is well-lit so guests can easily navigate around and participate in the event's activities. Ambient lighting also sets the mood and can play a significant role in enhancing the aesthetics of your outdoor event.
Audio announcements should be clearly audible regardless of the time of day. There's nothing more frustrating for attendees than not being able to hear important information or enjoy the event's music.
Planning for Success
Planning a successful outdoor event takes foresight, preparation, and a healthy dose of creativity. From accommodating unpredictable weather to setting up flawless AV, each detail contributes to the overall guest experience. The crucial takeaway here is to remain flexible and prepare for the unexpected.
Remember, your event is an extension of your vision and your brand, and careful planning can ensure it becomes a cherished memory for all attendees.
Ready to Plan an Unforgettable Outdoor Event? Let's Connect!
Still feeling overwhelmed or unsure where to start? That's where we come in! Our team at RMD Events has a wealth of experience planning diverse outdoor events and a portfolio of venues to fit any style of private party. We're ready to help you make your next event a success, from the initial concept to the final breakdown, we’ll guide you through each step of the process.
Contact RMD Events today to discuss your vision, and let's make your outdoor event a reality.