As warm weather approaches, it’s time to start planning for summertime events – outdoor movies, festivals, golf outings, run/walks and more. All of these can be fun events, but if they’re being held outdoors the planning can get tricky.
Here are 8 important things to remember, put together by our AMJ professional event planners, so your next outdoor event will go off without a hitch.
1. Obtain permits and research ordinances. If a permit is necessary for your venue, this is the first step. The fastest way to shut down an event is to hold it without a permit. Also look into noise ordinances, as well as fire and safety codes. Talk to the local authorities, fire department and police about these.
2. Devise a plan for promoting your event. For a private event, you may just need invitations. These can be print or digital. For events that are open to the public, the promotional options are endless – newspaper ads, signs, banners, social media, news releases. Be sure to put a plan in place so you’ll get the most for your advertising dollars.
3. Cover all the bases on logistics & layout. Take photos of the venue and create a detailed sketch of how it will be set up. Unless you are utilizing an existing outdoor facility, you’ll be bringing in everything – power, food, communications, equipment, toilets, everything. And when it’s over, you’ll be taking everything out. Advance planning and coordination are crucial. Meet with your suppliers at the venue to coordinate the logistics – from set up to tear down and everything in between. Be sure to factor “loading in” and “loading out” into your timeline.
4. Plan for Entertainment Now that you’ve planned the layout, think about what activites or entertainment will be provided. How about food & drinks what will you serve? See below for some suggestions on fun and games for your event!
5. Supply your event with power. Food stations, music and areas that will need lights will need power stations. If there are not enough, tell your vendors to bring extension cords, and check the power load per plug. Just be sure the power cords don’t run across walkways. Also, have a backup power source on standby.
6. Ensure the comfort and safety of guests. Have a steady supply of drinking water or drinking fountains. Make sure they’re throughout the venue. Some events provide mist sprayers or portable air conditioners to help guests beat the heat.
Sanitation is also important. A lack of restroom facilities or poor toilet facilities can ruin your event. They don’t have to be exactly on the property, as long as they are within a reasonable walking distance.Provide adequate lighting. For an evening event, be sure all exit paths, walkways, restrooms and parking areas are well-lit.Have medical professionals on standby, especially if your event is in a remote area. Or at least keep a first-aid kit handy.
7. Monitor the weather and plan for rain. Start monitoring the weather as far in advance as possible. In addition to rain, keep the wind in mind. You don’t want things to blow over, so make sure everything is anchored securely. Devise a contingency plan in case of inclement weather. Make sure your team knows the plan in advance so they can react quickly if the weather turns. Where will the DJ go? Food and drinks? Registration desks and other essential features? Maybe have a backup plan to put up tents in case the weather goes south!
8. Make arrangements for clean up. The event may be over, but your work is not. Make sure that you have made arrangements with the sanitation department for cleaning up afterwards. Otherwise, have a hauling firm on hand for cleaning the area once the event is over.
Our AMJ event planners also made a list of some of our more popular outdoor inflatables, games and extras to ensure your outdoor party is SPECTACULAR!
- Waterslide Inflatables: A great way to cool off outdoors is with a waterslide! Our Corkscrew Inflatable Water Slide offers 22 feet of spectacular fun with 180 degree turn sure to please everyone at your event!
- Giant Games: Bigger is better same holds true for our Gaint Games, perfect for outdoors these games are sure to get everyone mingling and having a great time.
Giant Jenga is great for giant laughs or tryout our Giant Connect Four or Tic Tac Toe great for kids of all ages. - Concessions: Add some summertime treats to your outdoor event! Our Snow Cone, soft serve ice cream and Good Humor Ice Cream Cart are a must have for summer events!
Our expert event planners are ready to help you plan your outdoor event no matter how big or small! Call us today and let’s get started! 630-833-4386 http://www.amoonjump4u.com