The event venue is a very important part of creating a successful event. If the venue is too big, too small, too hot, too cold or just inaccessible, the guests are likely not to enjoy the event, no matter what other benefits and enjoyment it holds out to them. In fact, they may not even attend at all. Outdoor venues can create absolutely beautiful settings for the entire spectrum of event types; from baby showers and children’s parties to gala dinners and weddings.
Of course, the major risk or concern of an outdoor venue is the possibility of bad weather on the day of your event, regardless of the season. Depending on the location of your function, you may experience intense heat, unexpected showers, icy mornings and evenings or bad winds during different times of the year. If you are committed to an outdoor venue, a marquee is the ideal option (even if only as your Plan B alternative) to overcome the possibility of inclement weather conditions. A marquee, particularly those with transparent walls or large windows, invites the outdoors into the sheltered venue, making the best of the setting.
Because outdoor venues are usually set within beautiful surrounds, less is necessary in the way of expensive or opulent décor. Instead, your décor can complement and work together with the greenery and open spaces around the event.
The following tips and ideas will help event coordinators and planners to organise a successful event in an outdoor venue:
- Areas that will experience higher levels of human traffic (such as aisles, routes to the toilets, the dance floor, the area in front of the buffet, and so on) should be protected by mats or a form of outdoor flooring so that guests can walk and dance safely and comfortably. Bear in mind that some guests may be in high heels, which sink into grass very easily.
- Arrange that the venue, bathrooms and parking areas are all within close proximity to one another. Outdoor venues tend to have fewer infrastructures than formal indoor ones. So, you will need to organise it in such a way that guests do not have to walk too far or through very dark areas in order to have access to all of the amenities.
- Make knee rugs, umbrellas and fans available to guests so that they can warm up or cool down without the aid of air-conditioning.
- Dangle decorative items in the trees around your venue to incorporate the boughs into your event décor. String fairy lights through the branches, hang tin lanterns or dot the areas above eye level with Chinese lanterns and floral bunting.
- If you require floral arrangements, look at the types of flowers that grow naturally in the area. These will then work perfectly, matching the grasses and trees around the guests.
- Choose an outdoor location that looks its best during the particular time of year or season in which your event will be held. Some venues will explode with colourful blooms during spring, while others will look striking when their trees are losing their brown and orange leaves in autumn.
- Lighting is very important in a venue in which you will be having an evening affair. Ensure that you have planned for sufficient lighting in the form of candles, lanterns and fairy lights so that guests are safe at all times.
- Add decorative birds, bugs and butterflies to your décor items for a whimsical, fun touch.
Photo Credit: Punch Bowl
