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1. 10Thingsto ConsiderWhenOrganizingan Outdoor Event Title2: BeforeYourNext OutdoorEventKeepThese ThingsinMind When we discuss the pandemic's long-term effects on the events industry,we frequently consider the initial switch tovirtual events and the subsequent transition to hybridevents ashealth restrictions loosened. As long as the weather is agreeable, an outdoor business event can be pleasant atany time. In the rightsetting, all typesof businessgatherings can succeed outside. According toreports, by2023,the$1trillionglobaleventbusinessis anticipated toget back to"regular." Howwellwillyour eventsperform outside,whenthere’s somuchonthe plate? In additiontocompanyall-hands meetings,executiveretreats, and social events for bigger conferences, think outdoor lunches, networking opportunities,andlive entertainment. Many events can be

2. heldbothinsideandoutside.Butmuchlikeindoorevents, planningand 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 ThatYouNeed to KeepinMind WhilePlanningan Outdoor Event The following 10 practical factors should betakenintoaccount when organizing your next outdoor event or the outdoor portions of your hybrid eventplanning softwareasthe weatherstartsto heatup. 1.Pick ALocation That Offers Both Indoor and OutdoorVen An excellentexampleisanoutdoorlocationwith a chalet,an indooramphitheatre, or an auditorium. In case of rain, keep that area reserved and use it as a backup. Most event planners have occasionallyorganized beach dinners for business gatherings in warm locations.Hotelsand resorts cannot, regrettably,"spin on a dime." Eventplannershavetheoptionofchoosingtwoindoorlocations withouta fourth wall.This gave participants a great view ofthe outside, givingthem the best of bothworlds whilekeeping 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 eventplatform and developingon-sitehygiene policies. 2.HaveA BackupPlanin Place

3. Although it seems simple enough, this fundamental is frequently disregarded.Itused tobe standardpractice toannounce rain datesfor outdoor events. They are no longer in demand because scheduling conflicts make them difficult. It might be time toresume this practice sincebeingoutsideintherainhasanegative effect onmoodmorethan anything else. A flexible agenda is one method for creating a backup plan. Plan the outdoor portiontotake place inthe morningoronDay1ofa multi-day outdoor event. The outdoor activities can be movedtothe afternoon or anotherday if Mother Nature is uncooperative. ResearchCurfews andObtain Permits Some outdoor areasmay have curfewsto lessenthe disruption to nearbyresidents, depending on how close they are toresidential areas. Makesuretoresearch curfews guidelinesand incorporate asafetyzone intoyour outdoor event.Youmight have toend 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 checkthis as well. EnsureThatYouArrange for A Protective Cover Todescribetheresponse toan unexpecteddownpour,thephrase"run forcover" is frequentlyused. Providing shade andsun protection is crucial, not only on hot days but also in places with extreme temperatures, such as the desert. Thinkaboutdraping canopies ora marquee over the tables. Don't forget thatlast-minute orders for marqueesare not acceptable.Theymust be set upand readyto gowhen orderedin advance by event planners. SetUpHydrationPoints

4. It'scrucialtohaveenough hydrationstations available for attendees at outdoor events inhot weather,especially thosethat involve alcohol. Refrain from using single-use plastic waterbottles at youreventto 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 availableto yoursponsors. During Transitional Seasons, Remind Participants to Dress in Layersin Case the WeatherChanges For instance, in the spring and fall, reaffirm that sudden changes in weatherarepossibleandaskthemto bringboots,warm jackets,hats, mittens, extrasocks, and a plastic bag forwet clothing. AlwaysHaveaFirst AidKitonHand

5. This increases the variety of issues that could arise in an outdoor event organization. Because of this, besure to be ready for anything.Take a quick trip to the dollar store and stock up on extra sunblock, bug spray, and After Bite. Inthe eventthat someone getsstung by aninsect, keep anEpiPen close by. Choose Exercises That Will Be EffectiveWhetherThey Are Performed Indoors or Outdoors Nothing is worse than building up a group's excitement for an activity only topostponeit. Forinstance, a companythat organizesoutdoor gatherings to connect buyers and suppliers had a sandcastle-building conteston theirschedule. It was something thatthe participants were eagerto see. Theindoor alternative waslessappealing whenitwas 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 softwarecan ensure that everyone has a goodtime by takingcaretoplan carefully in order to avoidmany ofthe problems associated with outdoorevents. RequestImmediateCommunicationofAnyDiscomfortfrom Participants, And Be ReadytoAlter 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 ourreminders, many participants arrivedwearing only running shoes even though they were instructed to wear boots and warm socks —you must havefacedtheseissueswhileplanning outdoor events!

6. Thebetter strategy isto givepeople a chance to changetheir 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 manypeople were unprepared. • Allof these suggestions will complement one another tokeep outdoor eventssafe, guarantee that attendees haveagreattime,andsendthem offin high spirits. • VerifyThat Everyone Can AccessYourVenue • Althoughitdoes not frequently appearon lists, it iscrucial totakeinto account all ofyour attendeesand their accessibilityrequirements. Can the venue you've chosen make reasonable accommodations so that peoplewithdisabilities can attend bothindoorand outdoor events? • Thefollowing isasuggested starting pointwhenthinkingabout accessibility for your event from the University of Birmingham Conference & Events: • Parking with designated spaces for people with disabilities orenough space toaccess eachparking space. • Accessible and well-lit pathways are necessarybecause soft or uneven terrain, suchas grassy fields, can be difficult. • Areaswithseatingandsomeprivaciesarepeacefuland covered. • Awell-trained workforce withrecognizable uniforms.

7. Outdoor gatherings are a fantastic way to engage attendees while providing them with a unique experience.Toprovide your attendees withamemorable experience, it'scrucialtotakeintoaccountallthe factors mentioned. Conclusion Eventsheld outdoors are greatfun, but comparedto 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 changeand whatspecial planning isrequired. You might be able to work out a deal with your suppliers for supplies like umbrellas,tents,orfurniturecoversthatwillonlybeusedwhenit's rainy or stormy.Tocreate a backup plan foreverything that might go wrongon thebig day,you shouldalso takethe time to considerany additional problems that might arise including technical or network issues.Youwillbein amuchmorereasonable place once youhave a solid understanding of everything that could go wrong. However,allofthese strategies willonlyworkifyouhaveasoundevent appthat will offer seamless onsiteQRcheck-ins,Gamification leaderboards, networking opportunities, interaction with speakers and so much more. Eventifyundoubtedly will not disappoint you to have the best outdooreventever!