Training seminars and other corporate events can be dull and boring, which is why many event organizers are looking for ways to make them more exciting. One of the most popular techniques is to hold events outdoors, which adds an air of excitement and creates a festive atmosphere.
But, if you’re thinking of having an outdoor event, take note that organizing one is different from and a lot more challenging than planning indoor events. To ensure you’ll have a successful experience, make sure to add the following steps to your event planning checklist:
Check the weather
Once you have a date for your event, look up weather forecasts and find out whether you can expect the sun to come out on that date. If the answer is “No”, consider moving the date or (if this isn’t possible) holding your event indoors.
Have a Plan B
Even if you can expect sunny weather on the date of your event, you’ll still need to prepare for unexpected rain showers. After all, weather forecasts aren’t 100 percent reliable, so it’s better to be prepared than to be caught by surprise. Look into renting portable pavilions that can be set up when the weather goes sour and will help you keep your guests warm and dry.
Choose the right venue
The success of outdoor events greatly rely on the venue where they’re held. So, as early as you can, look for the best possible location for your event.
Make sure to choose a place that matches your objectives. For instance, if you’re organizing a team building event to promote teamwork and camaraderie among your staff, look for corporate retreat locations that aren’t noisy and crowded and will give you and your employees enough space to enjoy your activities. If you’re planning a trade show, select a location that’s easily accessible for your target audience and can accommodate a large number of people.
If you’re having your event in Indiana, consider booking with Oakwood Resort. We cater to businesses in Elkhart, Goshen, Warsaw, Fort Wayne, and South Bend and provide an excellent range of indoor and outdoor event venues.
Get the proper equipment
Speak with your venue provider to know if they can provide you with cables, extension cords, duct tape, and other items that will help you have access to electricity onsite. This way, you’ll have the power you need for your lights, laptops, microphones, Wi-Fi routers, and audio-visual equipment. If possible, get your hands on a portable generator to ensure you’ll have electricity even if a power outage takes place.
Ensure your guests are comfortable
Set up tents with large outdoor cooling fans so your guests will have a place where they can retreat when the heat becomes too much. Provide free cold drinks and finger food to keep everyone refreshed and full, and talk with your provider to make sure that your guests have easy access to bathrooms. Look into having a medical team onsite, or at least bring along a first-aid kit and a staff member who knows how to use it. This way, you can easily provide first aid to guests who experience health problems due to the heat and other factors.
Take the steps above to have a successful outdoor corporate event!