Outdoor events offer a fantastic opportunity to do something different

Such events can be used in many ways including for marketing, business gatherings, developing product awareness and data capture.

It also tends to be a little more informal and relaxed.

To maximise the effect of any outdoor event it needs to be well organised.

Event Planning

Make sure you allow plenty of time for planning. Identify your objectives and aims clearly. Are you seeking to generate increased sales? Are you aiming for a wider mix of customers? Are you seeking to promote your business? What preparations are needed?

Create a clear timeline so that everyone involved knows who is responsible for each aspect, and when it has to be completed. Booking a venue, sorting out budgets, organising staff are among the topics to be included.

Hiring staff

Hire professional event staff and marshals. Good, highly qualified staff are always booked up early so the quicker you talk to us the more chance you have of finding the exact staff you require.

Event Budgeting

Budgets are all important. It is all too easy to go over budget if you do not keep a careful watch on it. Make sure you have included all necessary elements within your projections. Remember you will have to cover event staff fees, land cleaning afterwards, power and electrical equipment costs, security, venue costs, furniture and stand installation.

Logistics

Make sure that you have all appropriate permits. You may need special permits to hold an outdoor event, noise limits, car parking facilities or highways authorisation to put up signs. Always allow plenty of time to obtain any such permits – it can take longer than you expect!

Consider the logistics. The venue needs easy access, especially if you are bringing in infrastructure such as tents, stages and lots of electrical equipment. You will also need to think about basic facilities such as toilets. Events staff can help organise this as well as organising and marshalling car parking facilities.

Consider the weather

Be prepared! British weather can be variable whatever the time of year. Making provision for appropriate shelter or shade areas can make a difference to the comfort of your guests.

Extra lighting may be needed for evening or night time events to highlight paths and parking areas. If your venue is in the countryside, you may also need suitable communications facilities – mobile phones don’t always work!

Clean up afterwards

Leave the venue as you found it. Remember to remove all trace of your presence, including checking the site for any rubbish as well as equipment.