When planning an event, there are an endless number of factors for the event planner and the event technology management team to take into consideration. When planning an outdoor event, those factors are complicated significantly. Whether your event is being held in a tent or on a beach, you’re going to have to consider things that you may have never even taken into account when planning an indoor event.
Go through these 5 tips before planning your next outdoor event to guarantee the best possible preparation for the almighty outdoors.
Evaluate your location. Your event is probably going to have a unique set-up; complete with tables, chairs, catering supplies and possibly a stage. You need to make sure all vendors have an accessible entrance to your location and enough space to set up their equipment. Certain equipment may require power, so you need to know if a generator is in order. You should also be prepared for the possible wrath of Mother Nature. Be sure to have a “rain plan” that ensures a quick and easy exit for your attendees.
You are going to run into many weather-related issues with your outdoor event. If you are lucky enough to avoid rain, you should still be keeping a close eye on other atmospheric elements. Strong winds are problematic and sometimes dangerous for your outdoor event technology. Opt for an LED wall instead of a traditional screen. Guest safety should always be your number one goal, so if you have any reservations about the weather, be sure to have a solid Plan B in place.
3. Cable Locations
This tip goes hand in hand with knowing your event’s space and accessibility. Long cable wires are hazardous for attendees. Make sure there is a clear-cut path for the guests, and that the cable wires are far from that path. Talk with your event technology management company to establish the safest and most appropriate footpaths surrounding all equipment. You might be unconventional and make the cables part of the décor. Remember, keeping guests safe is your main priority.
First and foremost, your lighting design should serve its purpose and provide a sufficient amount of illumination for your attendees. If your event uses a tent, consider the effect that structure has on your lighting from both a stage wash and décor perspective.
If your event does not use a tent, consider the effect of direct sunlight. Natural rays have a tendency to manipulate projections. LED walls are a better option for outdoor image sharing. When you’re positive that the area is well-lit, then you need to make sure the area is properly adorned. Lighting the ceiling of a tent with colors and patterns adds a great décor element and provides general atmospheric lighting.
You want to make sure you have the proper audio coverage for your outdoor event. You’re going to be outside, so there are bound to be various noises to compete with. For example:
Outside Noise – if your event is anywhere near the city, take note of any loud traffic or random hustle and bustle. You certainly don’t want car horns or sirens disrupting any of your audio.
Inside Noise –Keep in mind any equipment that makes noise. For instance, does the generator roar particularly loud at times? Perhaps your event features a presentation requiring attendees to hear something outside the tent. You might need to make sure that is a possibility.
Planning an outdoor event is no easy task. Outdoor event technology issues differ greatly from indoor event technology issues. It is entirely possible to pull off the perfect outdoor event, but there is much more preparation involved. Keep these 5 tips in mind to execute a safe and visually stunning outdoor event.
Want to learn more about planning a safe and stunning outdoor event? Contact the event technology management experts at Advanced Staging Productions at 866-431-8202 for assistance with all of your event management needs.