How to Throw a Professional Outdoor Event

So you're having a work party, wedding, or family reunion? Planning a large event is hard enough on its own, but there are so many additional details that are unintentionally swept under the rug. Before you start nailing down the invitations, make sure you understand your local event regulations and are able to cater to your guests needs and safety.

Check City Ordinances

Aside from choosing a venue that has enough space for your event, you might want to also take your surroundings into consideration. An area with businesses or housing nearby might not be the best location for a rowdy party. Always be respectful of nearby patrons throughout your event.

Call into your local city's office to make sure there aren't additional precautions or measures that need to be fulfilled in order to successfully throw your event. Some areas may ask that your setup remain a certain distance away from other buildings or roads in order to assure everyone's safety.

A permit may also be required if you intend on putting up an event tent or want to reserve a park or outdoor venue. Make sure you check with the owner of the venue with plenty of notice before beginning to plan your spectacular occasion.

Consider the Length of the Event

If you plan on keeping the event running until dusk, you might need to think about purchasing some type of lighting. Standing lights or string lights are both a great way to keep the area well lit while the party continues well into the night. Portable generators can be rented and are quite affordable for day to day use.

Any events lasting longer than a few hours will also usually need refreshments and/or snack foods. Check with your guests to see about any allergies or preferences when it comes to catering. Certain types of finger foods are usually easier than larger dishes that may demand plates, glasses and silverware. Of course, depending on the theme of the event, the choice is completely up to you.

Every outdoor event will need to have a restroom nearby. Often times, there is not an event center on site at an outdoor arena. Ergo, renting a portable restroom is essential to keeping the party going especially if refreshments are going to be offered.

Seating is another requirement that is easy to overlook. Many locations do not provide chairs, tables, or benches. Renting chairs and tables or purchasing simple foldable or plastic chairs is usually the way to go in order to keep set up and tear down quick and easy.

Keep It Clean and Comfortable

Consider the time of year that the party will be thrown. Depending on the weather, you might want to think about renting some portable heaters and/or air conditioners or fans in order to keep your guests happy. Of course, it's always a smart idea to give your guests a heads up to know appropriate event attire, but nothing can end an event faster than an uncomfortable weather disaster.

While outdoor events often eliminate the need to rent a pricey venue, there may be some other pesky elements to think about. Summertime means bugs. Bees, ants, and other little intruders might try and sneak their way into the event. Keeping bottles of bug spray around near the guests is one option to keep nasty critters away. Another is to spray the entire area before the event starts. That way everyone will be pest-free throughout the party.

Ensure that each of your guests has access to a trash can if there are going to be perishables or trash around. The last thing you want is a gigantic mess to clean up after the event is over. It's just plain bad manners to leave rubbish around for the venue staff to clean up. Chances are, they won't be having you back. So, be respectful and make sure you leave the area in better or as good of condition as when you got there.

Once you've got all of the above areas in order, it's time to party! Understanding the necessary items for throwing a professional gathering is key. You are well on your way towards planning an exceptional event without a hitch.