Organising an
outdoor event can be tricky at the best of times, and with the unreliable
British climate to take into account, one must prepare for the worst. Of
course, the type of event will dictate what you require, and whether it is a
wedding reception or corporate event, you will need some sort of suitable
shelter. Marquee tents are a popular choice for many outdoor events, or one can
hire hospitality trailers, which are quite luxurious and are suitable for
corporate entertaining.
ü Consider your Budget - Every event must have a budget, and this
will determine exactly what you can provide. If the budget is a little on the
low side, you will need all of your negotiating skills, as you barter with
various suppliers, and with some careful planning, it is possible to keep costs
to a minimum.
ü Organise the Essentials First – Things like toilet facilities need to be
arranged well in advance, as the suppliers are always very busy, especially in
the summer months. If your event in to be held in the north of England, there
is affordable portable toilet hire in Yorkshire, and with many other amenities on offer,
such as VIP hospitality trailers, you can organise all the essentials in one
go. Make sure you have adequate power supply, and drinking water is also a
requirement
ü Create a Contact List – This is essential, and every contact
number should be included, as things can change in an instant. Once you have
arranged all the necessary services, make sure you confirm with each and every
one as the day of the event approaches. It pays to use available technology,
and your smartphone or tablet is the ideal platform from which to manage and
oversee the event.
ü Parking Facilities – This must not be overlooked or indeed
underestimated, and if you know the expected number of attendees, calculating
the number of vehicles is not difficult. Consider the weather, as a field will
be fine on a hot sunny day, but might turn into a mud bath if the heavens open.
There should be at least one marshal who ensures proper parking, as people tend
to be rather sloppy if not supervised, and before you know it, the parking area
will be full.
ü Take Weather Precautions – High winds and driving rain can
literally bring an outdoor event to an abrupt end, so you might want to
consider setting up windbreaks in the right places. If there is no cover in the
event of rain, you are really taking a chance, and without a written guarantee
from the weather experts, the event is at the mercy of the elements. Marquee
tents and covered walkways are always a possibility, but one way or another, be
prepared for rain.
An experienced event organiser would delegate a majority of the
tasks, and would spend most of their time overseeing and liaising with the
relevant services, and with a back-up plan firmly in place, they would be
prepared for any eventuality.
