Eventify

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10 Things to Consider When Organizing an Outdoor
Event Title 2 Before Your Next Outdoor Event
Keep These Things in Mind When we discuss the
pandemic's long-term effects on the events
industry, we frequently consider the initial
switch to virtual events and the subsequent
transition to hybrid events as health
restrictions loosened. As long as the weather is
agreeable, an outdoor business event can be
pleasant at any time. In the right setting, all
types of business gatherings can succeed
outside. According to reports, by 2023, the 1
trillion global event business is anticipated to
get back to "regular."
How well will your events perform outside, when
theres so much on the plate? In addition to
company all-hands meetings, executive retreats,
and social events for bigger conferences, think
outdoor lunches, networking opportunities, and
live entertainment. Many events can be
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held both inside and outside. But much like
indoor events, planning and preparation take a
lot of time. However, if the preparation is done
correctly, you may guarantee a successful event
and a large number of pleased attendees. 10
Factors That You Need to Keep in Mind While
Planning an Outdoor Event The following 10
practical factors should be taken into account
when organizing your next outdoor event or the
outdoor portions of your hybrid event planning
software as the weather starts to heat up. 1.
Pick A Location That Offers Both Indoor and
Outdoor Ven
An excellent example is an outdoor location with
a chalet, an indoor amphitheatre, or an
auditorium. In case of rain, keep that area
reserved and use it as a backup. Most event
planners have occasionally organized beach
dinners for business gatherings in warm
locations. Hotels and resorts cannot,
regrettably, "spin on a dime." Event planners
have the option of choosing two indoor locations
without a fourth wall. This gave participants a
great view of the outside, giving them the best
of both worlds while keeping them dry. Make sure
you do not miss a step by using this sample
checklist of event planning to cover everything
from planning and budgeting to setting up your
event platform and developing on-site hygiene
policies. 2. Have A Backup Plan in Place
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• Although it seems simple enough, this fundamental
  is frequently disregarded. It used to be
  standard practice to announce rain dates for
  outdoor events. They are no longer in demand
  because scheduling conflicts make them
  difficult. It might be time to resume this
  practice since being outside in the rain has a
  negative effect on mood more than anything else.
• A flexible agenda is one method for creating a
  backup plan. Plan the outdoor portion to take
  place in the morning or on Day 1 of a multi-day
  outdoor event. The outdoor activities can be
  moved to the afternoon or another day if Mother
  Nature is uncooperative.
• Research Curfews and Obtain Permits
• Some outdoor areas may have curfews to lessen the
  disruption to nearby residents, depending on how
  close they are to residential areas. Make sure
  to research curfews guidelines and incorporate a
  safety zone into your outdoor event. You might
  have to end the event before the entire agenda
  has been completed if you run behind schedule. A
  permit may be required if you want to hold your
  event outside, so be sure to check this as well.
• Ensure That You Arrange for A Protective Cover
• To describe the response to an unexpected
  downpour, the phrase "run for cover" is
  frequently used. Providing shade and sun
  protection is crucial, not only on hot days but
  also in places with extreme temperatures, such
  as the desert.
• Think about draping canopies or a marquee over
  the tables. Don't forget that last-minute orders
  for marquees are not acceptable. They must be
  set up and ready to go when ordered in advance by
  event planners.
• Set Up Hydration Points

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It's crucial to have enough hydration stations
available for attendees at outdoor events in hot
weather, especially those that involve
alcohol. Refrain from using single-use plastic
water bottles at your event to reduce their
environmental impact. Instead, set up lots of
water bottle refilling stations and include a
branded water bottle in the giveaways at your
event. To generate more revenue, you can make
this available to your sponsors.

• During Transitional Seasons, Remind Participants
  to Dress in Layers in Case the Weather Changes
• For instance, in the spring and fall, reaffirm
  that sudden changes in weather are possible and
  ask them to bring boots, warm jackets, hats,
  mittens, extra socks, and a plastic bag for wet
  clothing.
• Always Have a First Aid Kit on Hand

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• This increases the variety of issues that could
  arise in an outdoor event organization. Because
  of this, be sure to be ready for anything. Take a
  quick trip to the dollar store and stock up on
  extra sunblock, bug spray, and After Bite. In
  the event that someone gets stung by an insect,
  keep an EpiPen close by.
• Choose Exercises That Will Be Effective Whether
  They Are Performed Indoors or Outdoors
• Nothing is worse than building up a group's
  excitement for an activity only to postpone it.
  For instance, a company that organizes outdoor
  gatherings to connect buyers and suppliers had a
  sandcastle-building contest on their schedule.
  It was something that the participants were
  eager to see.
• The indoor alternative was less appealing when it
  was postponed due to rain. With careful event
  planning, it might have been possible to find a
  way to move this event indoors or choose an
  activity that is less weather-dependent. Event
  software can ensure that everyone has a good
  time by taking care to plan carefully in order to
  avoid many of the problems associated with
  outdoor events.
• Request Immediate Communication of Any Discomfort
  from Participants, And Be Ready to Alter Your
  Plan as Necessary
• Once in the spring, we planned a gathering that
  included a campfire outside. However, by the
  time we arrived at the fire pit in the evening,
  the ground had become soggy despite the fact that
  it was warm enough. Despite our reminders, many
  participants arrived wearing only running shoes
  even though they were instructed to wear boots
  and warm socks you must have faced these
  issues while planning outdoor events!

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• The better strategy is to give people a chance to
  change their soaked shoes and socks before they
  headed to the lounge with a fireplace that you
  had reserved as a backup, as opposed to pushing
  through when so many people were unprepared.
• All of these suggestions will complement one
  another to keep outdoor events safe, guarantee
  that attendees have a great time, and send them
  off in high spirits.
• Verify That Everyone Can Access Your Venue
• Although it does not frequently appear on lists,
  it is crucial to take into account all of your
  attendees and their accessibility requirements.
  Can the venue you've chosen make reasonable
  accommodations so that people with disabilities
  can attend both indoor and outdoor events?
• The following is a suggested starting point when
  thinking about accessibility for your event from
  the University of Birmingham Conference
  Events
• Parking with designated spaces for people with
  disabilities or enough space to access each
  parking space.

• Accessible and well-lit pathways are necessary
  because soft or uneven terrain, such as grassy
  fields, can be difficult.

• Areas with seating and some privacies are
  peaceful and covered.

• A well-trained workforce with recognizable
  uniforms.

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Outdoor gatherings are a fantastic way to engage
attendees while providing them with a unique
experience. To provide your attendees with a
memorable experience, it's crucial to take into
account all the factors mentioned. Conclusion E
vents held outdoors are great fun, but compared
to events held indoors, a few more things can go
wrong. Of these, the weather is the most
crucial. Make a plan for what you'll do in the
event of rain, snow, extreme heat, or cold so
that you will be aware of how things will change
and what special planning is required. You might
be able to work out a deal with your suppliers
for supplies like umbrellas, tents, or furniture
covers that will only be used when it's rainy or
stormy. To create a backup plan for everything
that might go wrong on the big day, you should
also take the time to consider any additional
problems that might arise including technical or
network issues. You will be in a much more
reasonable place once you have a solid
understanding of everything that could go
wrong. However, all of these strategies will
only work if you have a sound event app that
will offer seamless onsite QR check-ins,
Gamification leaderboards, networking
opportunities, interaction with speakers and so
much more. Eventify undoubtedly will not
disappoint you to have the best outdoor event
ever!