Whether you’re planning an employee party or entertaining clients, there are many advantages to choosing an outdoor venue. The spacious setting of an outdoor space can accommodate a large guest list for casual fun. But before you plan the details, think about the basics such as the following!

Apply for Permits

Depending on the location, you may need to secure a number of permits from a municipality or other governing body. These can include permits for special events, noise, sellers or vendors, or temporary structures such as tents. If you’re serving food or alcohol, you may need an alcohol permit and oversight from the health department. Keep in mind that some venues, such as public parks, may not allow alcohol and may require you to limit your hours. Booking your event at a commercial event venue with an outdoor space, such as a golf club, may save you the trouble of obtaining so many permits since they are likely to be included in the cost.

Secure Your Event

Event security is essential, especially for an outdoor event in a relatively public space. Only invited guests should be able to enter, so you must establish a perimeter and designate limited entry and exit spots. Temporary fencing can improve security at your company event. Security personnel at the gates can check IDs or tickets. Parking areas may also need to be monitored or fenced. Security personnel can assist with directing traffic and directing guests to the event entrances. Lastly, don’t forget to provide a first aid station for minor incidents.

Prepare for Bad Weather

Weather is the biggest unknown factor in planning an outdoor event, but that doesn’t mean you can’t prepare. You should rent large tents to provide shade and shelter in case it rains. Some tents have roll-down sides for additional protection from the elements. Tents will also give you privacy and gathering space for speeches or presentations. In case of strong storms, it’s wise to make contingency plans. This could involve moving the event to an indoor venue or choosing a rain-out date. Be sure to state any backup plans on your invitations so guests will be fully informed.

When planned carefully, an outdoor company event can be a huge success. Your guests will have ample space and time to interact in a pleasant setting while you accomplish your business goals. Consider these tips when planning your next outdoor event!

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