Planning Tips for Your Next Outdoor Corporate Event

A corporate event gives you a chance to show off your company – whether to your clients, those in the same field, or your own employees. These events allow you to show appreciation for the support of clients and those who run your day to day operation.

Because of the importance of the event, it needs to be impressive. So, when it comes to planning your next outdoor corporate event, use these tips to make sure you are putting your company’s best foot forward!

Get your corporate event logistics down

An outdoor corporate event is not a small task. No matter how prepared you think you are, you really aren’t until you work out the logistics.

• Are you having vendors?
• Is the event being catered?
• How many tables or unique spaces need to be set up?
• Will you be renting a tent?
• How long will you have to set up the venue? Will there be enough time?
• How long will it take to deconstruct?
• Is the event space designed for optimal flow and easy access for guests?

These are just some of the questions you need to ask yourself and consider before the day of the event. If possible, allow extra time in case you encounter any kinks in your plan. Restricting your time could cause a lot of headaches and aggravation.

All things electrical

Electricity is a necessity today – even for an outdoor event. You will need lighting sources in case the event occurs after the sun goes down. You may need access to audio or visual equipment. Perhaps you are even cooking at the event. Unless you are taking it way back in time, you will need some source of electrical power.

Electricity is not one of those things you should just do on your own. Take the time to decide what you will need it for and where in the venue you will need to access it. Then, hire an electrician or contractor to hook it up for you. Sure, this may mean you will incur an extra expense – but is the electricity at your corporate event really something you want to risk? The last thing you need is to have an entire event taking place and to lose power. Or, worse, have a fire due to faulty wiring!

Tip: The electrical cords will likely be visible due to the outdoor location. However, make sure they are out of main walkways, tied, and covered as best as possible to ensure the safety of your guests.

Have a Plan B

You can work hard to make sure you have everything on track and ready to go. However, you may discover an obstacle. For instance, Mother Nature. You cannot predict the weather. So, when you are planning an outdoor event, it is imperative that you have a backup plan – just in case the outdoors isn’t so welcoming for you and your guests.

Your alternate plan may be to move into a nearby permanent structure. However, depending on what your event is to entail and how many guests attending, this move could get a bit tricky. One way to avoid this is to opt for a tent rental. Event tents are customizable so you will be able to find one to fit your exact needs. They provide shelter from almost any weather condition (except the severe stuff), providing a roof, sidewalls, and even flooring! This is an effortless way to have your guests covered.

Whatever you choose for your Plan B, make sure you have the logistics worked out so that the transition can take place smoothly.

Amenities/Guest comfort

You want your guests to enjoy themselves at your corporate event. Therefore, providing amenities that will give them comfort will score you some bonus points. Think about it – not everyone enjoys being outdoors so having a few little things that can make it more tolerable will go long way in making a good (and lasting) impression. Consider the following:

• Personal fans
• Sunglasses
• Flip flops
• Sunscreen
• If there will be kids present, offer things such as water toys, bubbles, etc.
• Have a delightful selection of ice cold beverages.
• Provide shade, such as with a tent rental.
• Offer popsicles or other chilled treats.

Sanitation and health concerns

Anytime you have a large group of people together, you need to take precautions when it comes to sanitary conditions. Otherwise, you could end up with some serious health concerns (not to mention some potential unwelcome publicity).

• Make sure your event venue has proper restrooms for people. Hire someone to make sure that the bathrooms remain clean, in working order, and stocked throughout the entire event. The availability of running water and plumbing is essential for this.
• If you will be cooking on premises, hire only those individuals who know their way around a kitchen. You will want to cook everything to its proper temperature.
• Ensure that food is being prepped and stored properly. Don’t leave food out that can possibly spoil.

Many of these things are common sense but can get overlooked easily when too many hands are involved. To keep everyone safe and healthy, practice these and the many other rules suggested by your local health department.

Ordinances and Permits

How humiliating would it be if your corporate event was in full swing and your city officials show up and shut your party down? It is important to know and understand your local ordinances and permit requirements. When hosting large events, there are generally going to be rules and regulations that need to be followed. Reach out to your local government offices to determine what, if any, permits you will need and what ordinances you will need to follow.

Your outdoor corporate event can leave a lasting impression on your guests, but not if you aren’t prepared. Make sure you have all the logistics down, as well as maintain control of the safety of your guests. If you line up all your ducks in a row just right, you can relax and enjoy the event.