Outdoor Events–7 Tips to Make Your Function a Success

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After spending a considerable amount of time indoors or at home, the easing up of global restrictions has left everyone with an urge to spend more time outdoors. That’s great news for event organizers! Whether you’re a professional event planner with extensive experience or you’re simply looking to plan a single event in your community, there are a few guidelines to follow.

Everything from licenses and permits to food stalls might be on the list of things to do. Another top aspect to consider is insurance. Many event organizers use the insurance brokers Brisbane and other Australian cities rely on to provide adequate coverage for outdoor functions.

What will be key to your next event’s success?

Ease the Stress of Planning Your Next Event

The most successful outdoor events are the ones where patrons have fun and more importantly, spend a lot of money. An outdoor event can be anything from a music festival to a charity event for your local animal shelter. No matter what you’re organizing, you want it to go down without a hitch. Let’s dive straight into a few guidelines you should always consider.

1.      Compare Location Options

The perfect location depends on the type of event you’re hosting. The general rule of thumb is to pick a spot that will have enough parking. You also don’t want your event to be a nuisance to the locals in the area. For instance, music festivals can be very loud and should rather be hosted away from the suburbs.

2.      Check for the Necessary Permits

Certain events will require necessary permits to ensure public safety. Regulations may differ depending on the state. Always check the criteria for your specific area or event. The most common instances that could require permits or licenses are:

  • Fire regulations for food stalls or fireworks
  • Noise regulations
  • Capacity regulations for vendor stalls
  • Building regulations for stages or other temporary structures that need to be erected

3.      Invest in Insurance

Many amateur event planners might not consider insurance since it’s “only a one-day event.” Meanwhile, outdoor venues make it mandatory for organizers to have event public liability insurance—and for good reasons! For the most part, this insurance will cover personal injury or property damage at the event. The top types of events that this type of insurance covers include:

  • Music festivals
  • Fundraisers
  • Small car shows
  • Charity walks/fun-runs
  • Trade shows
  • Craft festivals
  • Media & PR events
  • Multi-day events such as weekend markets

4.      Arrange Sanitation Facilities

Some outdoor areas might have access to bathrooms, while others will be too remote. In this instance, you’ll do well to arrange a few portable toilets. A few of these can easily be placed on the outer edge of the event’s grounds.

Generally, the golden rule for portable toilets is 1 per 50 people. To simplify the process, opt for a company that provides soaps, sanitizers, hand towels, and extra toilet paper. Agencies that provide cleanups throughout the day will be a huge plus.

5.      Consider Refreshment Stalls

Regardless of the type of function you’re planning, a day out in the sun can be exhausting to your patrons. This is especially the case if parents bring children to the event. To avoid having to organize the refreshments yourself, invite a few local food businesses to set up vendor stalls around the event. Be sure to cover both food and drinks. The local companies will appreciate the exposure.

It’s also a good idea to place dustbins around the food stall areas for people to toss empty containers and bottles or cans into. It’ll make the clean-up so much easier.

6.      Organise Staff to Assist

Another top guideline to consider is adequate staff to assist on the day. Some helpful tips:

  • Have a meeting or training day with the staff you’ll be using.
  • Each staff member should be easily identifiable and should know what is expected of them.
  • You may need staff to take control of a medical station or work at the ticket booth.
  • Many organizers use local students to avoid having to pay for the transport for regular staff traveling from further away.

7.      Set up an Information Booth

While you might think you don’t really need an information booth at a music festival or a craft market, we recommend setting one up. That way people know where they can ask questions about the location of bathrooms, food stalls, or the medical station. This user-friendly approach is what will get you good reviews!

If you’re not opting for a separate medical station, add a first aid kit at the info booth to treat allergies and minor scrapes.

It’s also an ideal place to take lost children while their parents are located. The last thing you want is for people to leave because they’re annoyed or frustrated at not finding anyone to assist them. Ensure the booth is identifiable and always staffed.

Final Thought

The success of an outdoor event, like much else in life, boils down to the amount of planning that you put into it. Follow our guidelines to ensure that your next event ticks all the right boxes for a fun and successful day out! Then you’ll automatically have patrons queueing the next time you host this special day.

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