Things to Do Before Planning Outdoor Events

The calendar hasn’t passed to the warmer season yet, but pleasant sunny weather is getting closer and closer with every day. This means that relatively soon, we should be able to welcome the opportunity to spend some time outdoors again.

Organizing an outdoor event or planning some activities for a group of people will breathe a new life into what became a mundane winter routine. However, an endeavour like this usually comes with its own set of challenges that need to be addressed beforehand. For instance, due to the uncertainty of the ongoing pandemic, it might be in a good sense to have every guest on the list take a test. When you handle this issue, you can think about choosing your location or venue, checking the weather (and making a backup plan just in case it’s not as lovely as the forecast claimed it would be), and selecting activities that will work well in an outdoor setting.

Here are five practical considerations that you should build into your plan for an outdoor event:

Have Everyone Take a Covid Test

The Covid-19 pandemic altered the way we live now, and even though things are slowly going back to normal, it might be better to be safe than sorry. Therefore, if that’s something you want and feel comfortable enough with, you can ask your guests to take Covid tests before attending the event. Some people might be ill and have no symptoms and come to spend time with the rest of your guests – in such a case, you certainly wouldn’t want to later learn that the event you planned turned out to be an unsafe place.

To have your guests take Covid tests, you can buy covid 19 test kits from a molecular diagnostic company, have them taken at their local health center or buy Covid tests in bulk online or at the drugstore of your choice. Note that if any kids are expected at the event, they might skip the test if they are under 17 years old unless they are experiencing coronavirus symptoms. The same applies to organizing extracurricular activities for children, but you should also notify parents if any additional fees are included.

Solve Any Interpersonal Disputes Beforehand

It goes without saying that ’s a good idea to avoid any interpersonal conflicts at the event itself. The last thing you want is to lose control of the situation and have your guests fight in front of everyone. Therefore, if there are any potential interpersonal conflicts at your event, try to solve them beforehand – you don’t want to frantically google ‘signs your wife is cheating’ during the meet up.

You can also inform your guests that they should address their issues privately and not make a scene at the event. Make sure that everyone knows where the boundaries are, so that no one crosses them and no one puts you into an awkward position.

Decide on the Venue

One of the most important things you need to figure out is where to hold your outdoor event. This can range from a small backyard or garden to a big park or an expansive green zone. You may need to consider whether the area has:

  • Activities available (some venues feature playgrounds and pools, while others may have tennis courts or biking tracks)
  • Parking facilities (if you’re going to use a public space, the venue might have limited access to the parking)
  • Facilities for restrooms (you want your guests to feel comfortable at your event, so providing them with basic facilities is necessary)
  • Accessibility (it’s good to have an idea of how easy it is for guests to get to the venue if it is accessible by bus or train)

Check the Weather Report

When planning an outdoor event, it’s important to check the weather forecast in advance and decide whether you will be able to carry on with your plans. If there’s no sun expected on the date you initially chose, it doesn’t necessarily mean that it will rain for the whole day and therefore prevent your event from happening at all. However, having fun on a cloudy day under a dark sky with no rays of warm sunshine can be an unpleasant experience, so, if possible, consider moving the date of your event. 

Moreover, keep in mind that even if the forecast says that you can expect sunny weather on the date of your event, you’ll still need to prepare for unexpected rain. That’s why you should have a backup plan – consider looking into renting portable pavilions that can be set up just in case.

Plan the Activities

This is the fun part! The most important thing here is to think of activities that will work well in an outdoor setting. For example, if you plan on having a picnic, make sure that you consider that you’ll need to keep food and drinks cool and that you’ll need a place (like a table) for everyone to sit down. 

It’s also important to remember that some activities are not possible in some locations – for instance, if you want to play tennis, there needs to be a tennis court for this purpose. Try to plan the activities that will work no matter the weather – avoid promising your guests things that might not work out if it decides to rain on your big day.

Make a List of Necessary Equipment

Once you’ve planned your activities, it’s time to check whether everything that’s needed is available. You can do this by making a list of equipment that will be needed at the place where you decided to organize your event. For instance, if you choose a venue, see if there’s enough equipment available there – if not, you’ll need to make arrangements to get it there beforehand. If any of these items are missing, make sure they are brought in or rented before the event starts. 

To hold a successful event, you’ll need everything from cables, extension cords, to even duct tape, and other items that will help you have access to electricity. After all, you’ll need power for the lights, laptops, microphones, or Wi-Fi routers. If you want to be sure that nothing will go wrong, you can try to get a portable generator to ensure that even if there’s a power outage, you still have the necessary electricity.

Conclusion

To sum up, with a bit of planning and organization, it’s easy to make your outdoor event a success. However, the most important thing is to remember that you need to provide activities and entertainment for your guests. You also can’t ignore the weather forecast and plan for unexpected mishaps, such as sudden rain or a power outage. If you make this the focal point of your plan, then you should be able to have a fun and memorable time that will provide your guests with some good memories as well.

that will provide your guests with some good memories as well.

 

This is a collaborative post. Photo via unsplash.

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