CHAPTER 8 CHAPTER 8

Understanding the Complexities of

Outdoor Events

Copyright © 2016 THE EVENT U

Copyright © 2016 THE EVENT U
Photo by Kris Kesiak Photography - Creative Commons Attribution-NonCommercial License http://www.flickr.com/photos/36928267@N06 Created with Haiku Deck
 OUTDOOR VENUE TIPS
CHAPTER 8

• The most important factor in choosing an outdoor venue is that

you can achieve your client’s goal.
• Hotels, country clubs, parks, beaches, stadiums, and parking
lots are all common outdoor sites.
• Conduct a thorough inspection of any proposed location before
signing a contract.

Copyright © 2016 THE EVENT U

 CHAPTER 8

Outdoor venues offer a spectacular setting for an

event to be remembered.
Outdoor venues also have pre-existing resources
that can be used to your advantage.
• More space means fewer logistical limitations.
• Open space means an open floor plan.
• Children have freedom to run and play.
• Natural scenery means less décor.
• Natural lighting makes for great photographs.
Copyright © 2016 THE EVENT U
 CHAPTER 8

Great location for everyone!

The weather in the Sunbelt provides a wonderful location, making it a
highly chosen destination for those corporate groups from the north
from October to May.

Risk Of Outdoor Venue

WEATHER When arriving in the
One of the most important considerations of using an city of your event, find
outdoor space is weather. a local TV affiliate and
CONSIDER... download its animated
radar app to your
• Time of year and time of day event will be held. phone to follow the
• Will it be hot, cold, or in between? local weather.
• Check out the Farmer's Almanac and follow the
weather at your location a month before your event.
ALMANAC.COM

Copyright © 2016 THE EVENT U

 CHAPTER 8

POOL DECKS AND LAWNS

Potential Issues
• How early can you set up?
• Sprinklers need to be turned off
before the event set-up starts.
• Damage to grass can be costly.
• Consider the costs of setting up
equipment outdoors.
• Cabling and cords: make sure they
aren't a hazard.
• Is there a noise curfew in effect?
• Can you use glassware outdoors near
the pool or elsewhere? Need to ask.

Copyright © 2016 THE EVENT U

 CHAPTER 8

PARKS
• Every city, state, and county has a different set of rules and
regulations. Ask!
• Even if you have produced an event in this park in the
past, ask about the rules again. They have a tendency to
change often.

• Meet with the park

representatives
before the event to
ensure you are on the
same page.

Copyright © 2016 THE EVENT U

 CHAPTER 8

STADIUMS
Large Stadiums have awesome items you can
use.
• Use of the LED boards or Jumbotron.
• Ability to give tours of locker rooms, meet professional players, create
personalized jerseys for attendees.
• You can be very creative with these types of venues, though they are not cheap!

• Restrooms, security, and plenty of

parking.
• Load-in is typically easy.
• City approved to produce big, loud
events!
• Ability to do fireworks (most cases).

Copyright © 2016 THE EVENT U

 CHAPTER 8

STADIUMS- What's Tricky?

Grass
• Number one concern when hosting an event
at a stadium.
• Take preventive measures to ensure you
leave the outdoor area the way you found it.
• Put plywood down everywhere you need to
drive a vehicle or roll a cart. DO NOT
DAMAGE THE GRASS!

Power
• If you are in a box or suite, you will have access to power.
• If you are on the field, there is limited or no power.
• You must pay to bring it in.
Copyright © 2016 THE EVENT U
 CHAPTER 8

THEME PARKS
PROS CONS
• Chance to WOW your guests at every • Strict with set-up hours.
turn. • Limited event times.
• Can take advantage of existing • Load-in-very difficult.
infrastructure, rides, games, F&B,
etc. • Lots of rules that vary by park.

• Killer branding opportunities. • Expensive!

Copyright © 2016 THE EVENT U

 CHAPTER 8

BEACHES & ISLANDS

PROS
• Always better at the beach. • Provides for a stunning scenic backdrop, often
times with little or no other decor needed.
• Weather is REALLY nice!
• Guests get to enjoy tropical atmosphere.

CONS
• Flying insects.
• Must secure everything down
well.
• Sand in your shoes.
• Often very windy.
• Power- must bring it in and
it's difficult and pricey.

Copyright © 2016 THE EVENT U

 CHAPTER 8
PARKING LOTS
• Might sound odd, but a parking lot can be a great place to host an event.
• Likely need to bring in a tent to create the space within the wide-open
space you are using.
• Will likely have to bring in restrooms.
• Power! Again, you need to bring it in.
• Parking lot could be located at the corporate headquarters, stadium,
mall, racetrack, or hotel.

Copyright © 2016 THE EVENT U

 CHAPTER 8

DESERT
The desert offers a stunning landscape
for your event, but it is not without
complications. Choose your dates and
timing carefully.
Temperature:
• Temperatures in the desert can
plummet at nightfall. Be prepared to
keep your guests warm.
Critters:
• The desert has permanent inhabitants
who might not be compatible with your
guests. The warmth you supply for
your guests may also attract
unwelcome visitors.

Copyright © 2016 THE EVENT U

 CHAPTER 8

OUTDOOR VENUES
You cannot recreate the natural beauty
of an outdoor venue but..

• Planning for inclement weather

means doubling up with a
contingency venue.
• Set up times may be
unpredictable due to the use of
space by non-guests.
• Sprinklers are often set on timers
that don’t care about your party.
• Set up and guest traffic may
result in costly lawn damage.
• Cabling and power may be tricky.
• Noise curfews and limitations on
glassware may hamper your plans.
• Sanitation facilities may be
insufficient.
• Remote access may be a safety
concern.
• Clean up may be challenging.

Copyright © 2016 THE EVENT U

 CHAPTER 8

Use your tools (lots of apps) to keep up

with weather conditions.
• Events moved inside are still successful, but you must
have the back-up plan in place.
• Ask about noise, glass, restrooms, and parking.
• Ask a local about wildlife, insects, and other potential
issues.
• Be mindful of any restrictions that might be in place.

Copyright © 2016 THE EVENT U

 CHAPTER 8

Outdoor venues offer a beautiful backdrop

with lots of open space for your event. The
open sky and wide spaces can create an
v
opportunity for an unforgettable event.

Copyright © 2016 THE EVENT U