Any event planner will know that putting on an outdoor event comes with a whole different set of challenges and obstacles to overcome. Whether it’s tackling venue logistics or battling the elements, the success of your event relies on meticulous planning from the outset to deliver complete satisfaction for attendees.
From taking care of essential amenities to all-weather prep perspective, the storage manufacturers at Action Storage offer up some of the key considerations that are fundamental to executing an attendee-focused outdoor event. Read below to find out more.
- Opt for an attendee-friendly venue
Your choice of venue plays a pivotal role in the success of your event, so it’s a decision that requires careful planning and consideration. Whether you’re hosting a music festival, charity fundraiser or a sporting event, the location needs to not only be in line with your brand and event objectives but also appeal to attendees and vendors alike.
From remote, rural locations to outdoor urban environments, keep in mind both the practical aspects (such as site access and logistics) and any ways that you can appeal to attendees with above-par amenities that are accessible to everyone.
- Plan for all weather conditions
One of the greatest challenges facing outdoor event planners is Mother Nature - even in summer, good weather isn’t a given. Whatever the forecast, it’s recommended to have back-up plans in place, just in case the weather doesn’t play ball on the day - so the show can go on regardless and attendees will feel less inclined to pack up and go home if bad weather hits.
From portable marquees and gazebos for shelter from the rain and heat to backup power supplies and suitable food and drink options, putting the comfort and needs of attendees at the heart of your all-weather prep will make sure everything runs smoothly - whatever the weather.
- Streamline the process
For event planners committed to putting their attendees first, streamlining the entire event process could prove invaluable in leveling up the overall experience. From a quick and easy online registration process to a VIP-style guest check-in on the day, using event planning tools to deliver a smooth and hassle-free experience is sure to provide attendees with a first-class experience from start to finish.
- Offer storage for ease and peace of mind
With an attendee-first approach, you can go that extra mile to upgrade their experience by providing them with a secure, watertight space to keep their personal belongings safe and dry.
Whether it’s a 3-day music festival or a fundraiser evening, strategically placed outdoor lockers for valuables and personal belongings will give attendees greater peace of mind and comfort knowing their possessions are safely stowed away.
- Serve up an inspirational menu
Food and drink play a key role in the overall attendee experience (and, therefore, the overall success) of any event - meaning nailing your catering options is crucial. Serving up a limited and uninspiring selection of refreshments could easily leave a bad taste in attendees’ mouths, as well as bad reviews about your event.
When planning event catering, be sure to cover all bases for dietary requirements, including gluten-free, vegan and veggie options - as well as ensuring the menu is season-appropriate. It’s also advisable to choose experienced outdoor caterers who are well-equipped to cope with bad weather and high demand to minimize queues - as long waiting times can easily lead to dissatisfied customers.
Putting attendees first at your outdoor event doesn’t have to be difficult. By incorporating these key elements into your event, you can create an unforgettable experience that’s truly tailored to your attendees’ needs and tastes.
Guest Author Bio: Simon Mitchell has run successful companies in Europe and the US that are focused on delivering exceptional value to clients – while Action Storage offers a diverse range of storage products, along with the technical expertise to help clients’ businesses operate more efficiently. In Simon’s words, that’s a rewarding place to be.
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