Planning an outdoor event, no matter its size, brings a unique set of challenges. Having the process firmly under control means making sure certain aspects of the event's logistics do not get overlooked. It's wise to keep an eye out for the little things that can ensure your outdoor festival, party, or fundraiser goes off without a hitch.
1. Good Lighting
Any time an event takes place outdoors, lighting becomes key. You should not assume that the sun will be shining and provide enough light for every aspect of the festivities. It's not just the event itself that needs to be illuminated. Parking areas, travel paths, and staff access should all have sufficient lighting. If any setup and prep work will be done ahead of time, you'll need to make sure workers can see for that, too.
2. Restrooms Facilities
This is a perennial problem for large events. Avoid long lines and gathering around portable bathrooms by arranging for portable festival restroom trailers. Each one can accommodate multiple party-goers at once, and they are a functional, attractive, and sanitary option for your guests.
3. Parking Assistance
You'll want to have some form of assistance for getting vehicles parked and then getting people back and forth from the lot to the actual event. Start by having enough staff or volunteers to direct cars to the appropriate places to park. This will maximize the number of vehicles you can accommodate and allow you an accurate idea of how many more you can fit.
You may want to consider offering a separate paved handicapped lot that is closer to the festivities or a shuttle to offer assistance. Not everyone will be able to trudge through an open field to get from their vehicle to the event.
4. Emergency Backup Plans
When you are planning to get a large group of people together outside, weather-related delays or cancellations can happen. For the times when things just don't work out, have a backup plan in place.
Careful planning can make your event a success. Use common sense and attention to detail to ensure that your event goes off without a hitch.
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