January 27, 2020
Organising events is equally fun and terrifying. If the end results are great, it can feel like you are on top of the world. On the other hand, if you end up with a bunch of unhappy guests, you might give up on event planning altogether. The rewards can be great, which is why you definitely shouldn’t give up. Perhaps you just need to step up your game. And we can help with that.
There are many types of events but some are more difficult to organize than others. What makes an event challenging is how many things can go wrong and how important the event is. This is why outdoor business events are some of the biggest challenges for everyone planning them.
But just because they are tricky doesn't mean that they can’t be exquisite. Make sure you read through all of the advice, and you will be a host of the most wonderful gathering.
Always plan ahead, and don’t forget to have a plan B
If you want to hold the perfect outdoor business event, be prepared to do a lot of planning. Although spontaneity can be the perfect recipe in some cases, this is definitely not one of them. The more planning you do, the less stress you will experience later on. In some cases, the event you have in mind is too big for only you to handle and you need to outsource. A trustworthy event planning company can be very helpful in some cases.
Although it takes a lot of time and it is rather a tiring task, we strongly suggest investing your initial resources into a good planning session. If you have enough time on your hands you can do a dry-run session and anticipate any problem before it happens. If it rains, if the caterer is late, if there aren’t enough parking spaces… Always have a plan B.
Think like your guests – fulfil their every need
Outdoor events are trickier than indoors because there are more things that could go wrong and you have to incorporate into the planning things you wouldn’t normally think about. Sanitation is one of the biggest issues and the worst one to easily solve. But in addition to this big and obvious challenge, you need to think, as well, about disposing of the waste, having enough water and shade, and making sure no one is in any danger in case the weather changes.
Chances are that these huge problems will force you to look at the bigger picture and not pay attention to little details that make a big difference in someone’s experience. For example, instead of putting pens and notebooks in gift bags, opt for umbrellas, hats, sunglasses, reusable water bottles. If your guests need it, make sure you have it.
Don’t forget about the permits – there will be a lot of them
When it comes to outdoor events, listing all the permits needed would make this article way longer for you to read. Nevertheless, permits are something you will most certainly need and there is no way to get out of it. Imagine hosting a marvellous event only to have it shut down because you broke some minor regulation you didn’t even know about. Every state and city has different regulations, so consult an expert from an event agency, or go digging for yourself. Most venues and suppliers will handle this for you in the booking process but do check!
It’s still all about the guests!
Indoors or outdoors, business or private… In the end, it doesn’t matter – you still need to make your guests happy. Your attendees are certainly coming with great expectations and it is up to you to make sure that they leave feeling like theirs have been met. How can you do this?
Well, there are universal tips such as giving them free gifts and enough booze to last the day, but often that is not enough and, in some cases, very ineffective. This is mainly because every event is different and not every audience will be impressed with the same benefits. The key to overcoming this obstacle is to know your attendees and to adjust the decisions you make according to their preferences.
Having in mind that you are hosting a business event, not everything should be fun and games. A certain proportion of the event has to be dedicated to serious topics, allowing people to express themselves, and to get what they came here to do. The rest can be pure entertainment - and you should make sure you have exciting entertainment at your event - but only if the initial criteria have been met.
In addition to this, the type of food and beverages that will be served can have a big impact on people’s mood and atmosphere. Keep that in mind when you plan the menu and make sure to include everyone’s food preferences and restrictions. Your guest will be more than thankful.
Planning an event? Get in touch
Here at Sternberg Clarke we know how to handle a challenge and we stop at nothing to ensure your event is a night – or day – to remember. Check out our create page and learn more about how we can customise your entertainment to match your needs.
Thinking about booking one of our many talented music acts? Visit our contact page and send us a message.
Holding an event outside London?
Our sister company, Trevor George Entertainment, cater to any and all events and weddings outside London. You can find their website here.
By Rebecca Brown. Rebecca is a freelance translator passionate about her work, and grateful for the travels it has taken her on. She has recently started writing about some of her experiences at RoughDraft