Putting together an outdoor event can be fun, but it also requires a lot of careful consideration. You want to ensure that your guests are comfortable so that they can enjoy themselves unimpeded by annoyances or problems. These are valuable tips for planning an outdoor event that you can use as a guide when you don’t know where to start.
Consider the Weather Forecast
Since you’ll be holding your event outside, it’s vital to consider the weather forecast. Ideally, you’ll want to set the date of your gathering on a day when there isn’t any rain, snow, or strong wind. Monitor the weather well in advance with online weather stations or applications to do this. Even with this precaution, you should still prepare for the possibility of bad weather by having a backup plan. For instance, you can think about how you could relocate an event to a nearby indoor venue area. Tents are also good to have because they’ll provide cover without forcing you to change your setup.
Account for COVID-19 Safety
Another tip for planning an outdoor event is accounting for COVID-19 safety. Current circumstances have made it necessary to enforce social distancing at events for everyone’s health. As put together an event, you should provide enough space so that separate households can remain at least six feet apart whether people are standing or sitting at tables. For food, you should provide individual plates and disposable utensils rather than arranging a buffet-style self-serve system. If it’s going to be cold and you need to use tent walls to retain some warmth, make sure that you still allow for proper ventilation as well.
Plan the Layout Thoroughly
Outdoor events call for lots of equipment since you’re not working with a preexisting structure as you are in indoor spaces. Most likely, you’ll need to figure out how to connect together sound systems, lights, heaters or fans, and other electronics. This might require a generator or careful cable management with existing outdoor outlets. You must also bring out or rent things like tables, chairs, and tents as well. Coordinate with the vendors and venue you’re using to minimize the risk of miscommunication as your event day approaches. Planning your layout thoroughly will help you circumvent surprise difficulties, since there’s so much you need to organize.
Tents For Rent can simplify your planning for an outdoor event by taking care of the setup and tear-down of a tent and other related equipment. Call us today for tent rentals in Reading, PA.