There’s nothing more satisfying than putting on an outdoor event that goes smoothly and is celebrated as a huge success. The risk/reward factor may be slightly higher on the scale, but if you choose an excellent event company that thinks of absolutely everything, your outdoor event is destined to be a hit.
Outdoor events are harder to coordinate than they seem. Just take a look at this year’s Splendour in the Grass festival, taking place in Byron Bay. Half of it was cancelled due to extreme wet weather and the event planners’ failure to prepare for it.
Follow this outdoor event planning checklist, brought to you by the experts at AVisual Productions, and your event won’t ever turn out like that!
Be on budget
Always plan a budget around the necessities of your event, and leave the optional, decorative, ‘fun’ stuff till the end. Your budget is the building block of your event – if you don’t start with solid foundations, you’re not going to be able to building a strong structure.
Some of the most important essentials for planning an outdoor event budget include permit fees, plaza, patio, park, pathway or facility rental fees, barricade rental fees, chair/table rental fees, cleaning service and security fees, and admin fees.
Prepare for weather
Australia is known for its unpredictable weather. It can change at any minute, so you’d better be prepared for anything. Marquees are necessary for basically every season, so make sure your event planning team can supply them. Other considerations depending on the season include blankets, ponchos, umbrellas, tents and more.
Number of attendees
The number of attendees is one of the most important aspects of your outdoor event which should be kept in mind at every stage of planning. Size of facilities, number of bathrooms, amount of food and drink and number of technologies and appliances are all influenced by how many people are attending.
Book your technology team early
Professional audio-visual event organisers like AVisual book out super quickly. They’re busy most of the year and have a heap of events just like yours to work with around the calendar. Booking early is the best way to avoid disappointment.
Consult the professionals
So, what’s the best way to make sure your outdoor event goes incredibly smoothly and that every little detail is thought of? Hire a professional team in the events industry. AVisual are Australia’s finest in the industry. They plan, coordinate and produce high quality, well-thought-out events for both indoors and outdoors.
AVisual Productions are the East Coast’s go-to team for all outdoor audio-visual needs. Servicing a vast area from Sydney, Central Coast, Hunter Valley, Wollongong, Canberra and beyond, they can produce basically any outdoor event you can think of: from product launches in a Hunter Valley winery, to touring down the South Coast for road shows. Get in touch with AVisual Productions to start planning today.
