16 Tips to Plan a Successful Outdoor Event

Outdoor events have a host of problems unique to themselves, from permits to being prepared for bad weather. With proper planning you can ensure your event succeeds satisfying not only your client but your attendees as well.

Imagine RIT is an annual spring festival that showcases innovative and creative work of students, faculty, and staff. The campus-wide festival attracts over 30,000 people in one day. May 7, 2011.

As warm weather comes around, more outdoor events are planned. These can be lovely, but be forewarned — outdoor events are sometimes much more difficult to organize than indoor events.

Here are some tips on how to plan an outdoor event and to minimize stress:

1. Get a permit

Do this as soon as you’ve finalized where and when you'll have your outdoor event. Do this first. The fastest way to shut down an event is to hold it without a permit.

2. Check up on all ordinances

What are the noise ordinances? Every town has them. Is noise prohibited after a certain time? You should also look into fire and safety codes. The latter may have restrictions on overselling tickets, advertisements and seating. Talk to the state and local authorities, the local fire department and the police about these.

3. Some outdoor events need more work than others

Is your event being held in an already existing outdoor facility? Great! That cuts your work in half. Otherwise, are you targeting a raw, uncommon area? Then advance planning and coordination is critical. You can expect to be in charge of everything — power, toilets, communications, equipment and food, among others. Make arrangements to bring everything to the venue, and taking everything out of the venue after the event is done. If you are planning to rent an outdoor tent for your occasion start by considering costs first. Visit a reputable tent dealer to compare stretch tent prices.

4. Load in, load out

Think beyond the event schedule itself, and factor in “loading in” and “loading out” time for everything, including arrangements for power, security, sanitation and other elements of the outdoor event.

5. Logistics and layout

Take photos of the venue, include a sketch and use markers to denote where you want your vendors, et. al. to be set up. How will the equipment be loaded in? The crew and guests? Have a meeting at the venue in advance, with all of your suppliers, so that you can all coordinate the downloading of equipment, parking of trucks, parking space for guests, and other possible needs.

6. Power

Foodway stations, DJ, and areas that will need lights all will need power stations. If there are not enough, tell your vendors to bring extension cords, and check the power load per plug. Coffee makers and crock pots should not share extension cords with sound equipment. Also, have a back-up power system on standby.

7. Ensure the comfort of guests

Have a steady supply of drinking water and drinking fountains. Make sure they're spread all around the venue. Some events, like concerts, provide hosting for crowds. Consider renting portable air conditioners, too.

8. Sanitation

You don’t want any mistakes made here. A lack of restroom facilities, or poor toilet facilities, can ruin your event. Make sure you have enough sanitation equipment not just for the guests but also for the crew.

9. Pest control

Have an exterminator spray the area. Take note of how long it will take after extermination for the food to be safely set up in the area. Keep cans of light scent (such as aloe) repellant handy, and incorporate decorative citronella candles. Decorative plate covers can keep the food protected and also make the table setting look attractive.

Keep a few electric fans running. It keeps the guests comfortable, and blows the mosquitoes away. Another strategy: Place a plate full of sugar water around the perimeter area to keep the bugs busy and out of your party.

10. Amenities

Keep hand wipes, light blankets, sunblock, bug spray, wraps and any other things available that you think will make your guests more comfortable.

11. Lighting

An evening event will require lights even for exit paths, walkways and parking areas for convenience and safety.

12. Health precautions

Have medical professionals on standby, especially if your event is in a remote area. Or at least keep a first-aid kit handy. Prepare a list of the nearest hospitals with directions on how to get to there.

13. Communication

This is especially important for events at remote sites. If the land is hilly, make sure your walkie-talkies have enough power to get through.

14. Monitor the weather

The most common reason to cancel outdoor events is inclement weather. Buy weather insurance, and start monitoring the weather as far in advance as possible. You can get forecasts at weather.com. Also, keep the wind in mind. You don’t want things to blow over, so make sure that everything is anchored securely.

15. Plan for the rain

Have a “plan B” in case of rain. Bring a tent, and know in advance where the DJs can go, the desks, and the food. Portable pavilions can double to provide shade for guests and protection in case of rain. Some of these pavilions even have lovely sidings that can be rolled down in case of rain, and intake vents to accommodate portable air conditioners.

16. Clean up

The event may be over, but your work is not. Make sure that you have made arrangements with the local sanitation department for cleaning up afterwards. Otherwise, have a hauling firm on hand for clearing the area, once the event is over.

Article source: https://eventstant.com/16-tips-plan-successful-outdoor-event/

9 Tips for Planning Tented Weddings

Photo, Jen Fariello Photography

Outdoor tented weddings are stunning (to say the very least), but what you might not know is that the successful execution of such open-air events requires a lot of moving parts and logistical extras, extras that aren't usually needed when hosting weddings indoors. Like most brides-to-be, the last thing you want for your upcoming wedding day is to be unprepared and ill-informed about what exactly you'll need & need to do to make sure you pull off the tented, outdoor soiree of your dreams.

To make sure that you never have to experience any of the "I wish I'd known..." moments that so many other brides have encountered in the past, we've compiled 9 oh-so-helpful tips that are essential to keep in mind every step of the way in your outdoor wedding planning journey. So read on, take notes, and (finally!) relax with the confidence that with these tips in your arsenal, everything will be just grand.

Get The Right Tent!

Easier said than done. One big mistake we see brides make all the time is measuring the space the tent will go on their own. Don't do this! Get in touch with your wedding tent hire companies in your area and have them make a site visit to measure the space on their own, the right way, to ensure you get a tent big enough for your event. After all, they're the pros, and there is more that goes into this than meets the eye. For example, you can't stick a tent just anywhere. You have to make sure there are no underground utility lines (saving you a very costly situation should you hit one). Additionally, you can't think solely about how many guests you'll have, but also the style of dinner service, the size of the dance floor, how many bars you'll have, what kind of band stage you'll need, etc. One last time: get a pro to do this.

Make Sure There Are Plenty Of Available Restrooms

Although the outdoor venue or location you choose for your wedding may have restrooms on site, that doesn't guarantee that these facilities can accommodate your number of guests. A fabulous rule of thumb to keep in mind is that you'll need at least one restroom per every 40-45 guests. If what's available isn't an ideal or workable ratio, rent extras for your big day. Trust us, nothing leads to a grumpy crowd like a bathroom shortage (especially when there's a bar involved!).

Survey The Power Outlet Situation

It's often a detail that goes unnoticed until the very last moment, but making sure that you have adequate power supply, plenty of outlets, and the necessary electrical requirements for your wedding vendors is a BIG component of pulling off a tented affair with no hiccups. To make sure you are covered, talk with each and every one of your vendors about what they'll need, survey the location to make sure those needs can be accommodated, and finally, book a generator if you need one. Should you need a power generator, your local wedding tent rental company should be able to supply you with one or point you in the right direction.

Remember That You'll Need Lighting!

Once you confirm that your power supply needs are covered, go ahead and dive into assessing what you'll need to rent or purchase to make sure that your tented event has plenty of lighting. Sure, you'll have plenty of light by day, but when your celebration spills over into the evening hours, it's more than necessary to sufficiently light all party areas — the reception area, the bathroom facilities, the walkways, the on-site parking lot, etc.

Don't Forget About Parking Logistics

Another on-site logistic that you should take notice of early on in your wedding plans is parking. Does your outdoor space have a parking area? If so, does it have enough spots for the number of guests you'll have? If no parking area is provided or if there isn't enough available parking areas, then you'll need to, unfortunately, secure off-site parking, which can be very costly. If you do end up having to reserve parking elsewhere, it's also key to remember that you'll need to provide transportation for your guests to and from the wedding location.

Secure Your Permits

When you finalize the location of your outdoor tented wedding, one of the very first items you should check off your to-do list is "get permits." To determine what types of permits you'll need and if the county has a noise ordinance or special laws, head over to town hall and have them explain their regulations. From there, get to work on securing all permits and making sure your soiree is in line with any and all county rules.

Purchase Event Insurance

We know it seems silly to purchase insurance for a single day, but trust us when we say that you really shouldn't leave this safety measure of our your wedding plans, especially when it comes to outdoor weddings. Although it's likely that nothing like this will go wrong on your big day, uncontrollable disasters do happen, such as fires, injuries, and inclement weather. Make sure your investments are protected! Plus, what do you have to lose? Event insurance is relatively inexpensive and it'll provide you with priceless peace of mind.

Double & Triple Check Your Rental Needs

When you host a tented wedding, pretty much everything has to be rented. Yes, everything from the tables and chairs to the linens to the tent itself. With this outdoor wedding quirk in mind, we urge you to double & triple check your rental needs throughout the planning process. Nothing spells "uh-oh" quite like forgetting a major must-have or underestimating the exact quantity you need. Because this point is extremely important, we whole-heartedly suggest hiring a wedding planner to help guide you through this intensive portion of preparing for your wedding day. He or she will know exactly where to turn for quality rentals, exactly what and when you need order, and more!

Prepare, Prepare, Prepare For The Weather

Mother Nature is one unpredictable lady. For that very reason, it's imperative that you prepare, prepare, prepare for any and all weather scenarios that might pop up on your big day. If it's likely to rain, discuss rainy day backup plans with your tent company (some companies have special rain tents). If the forecast shows that it's going to be a stifling hot day, rent event fans to place in the corners of your tent. If it's going to be chilly, invest in heaters to scatter around your event. No matter what the weatherman predicts, you should be ready with a plan up your sleeve.

Keep these important details in mind while you plan and we're sure that your tented wedding with be a success from start to send-off!

Article source: https://stretchtentscapetown.wordpress.com/2017/07/17/9-tips-for-planning-tented-weddings/

Outdoor Versus Indoor Wedding

Always dreamed of a summer wedding outside in a lush garden? Or does the thought of the humidity and chance of rain deter you against anything to do with the outdoors? Whether you have your wedding indoors or out, consider the advantages and disadvantages of each option before making your choice.

The time of year, of course, plays a big role in your decision. If it's a winter wedding, opt for an indoor wedding. However, if your wedding will be in the summer, an outdoor wedding can take place in many beautiful outdoor settings, such as on the beach, by a beautiful garden, or a gorgeous backyard.

Outdoor wedding: advantages and disadvantages

Advantages of having an outdoor wedding include the natural beauty that is all around you. From palm trees to flowers, to gazebos, lush greenery, and sunsets, nature is your breathtaking decor, which can save you money on flowers and other decorating expenses.

Besides saving on decor, you will save on rental fees for a hall or any inside venue. Public beaches, gardens, and parks do not charge a fee so the only fee you would incur is the minister or priest. This casual approach also allows you to skip the pricey formal attire. You can wear a simple sundress, if you’d like, thus saving more money.

Another advantage is that you can choose whatever theme you’d like. Some churches can be very strict and might not allow you to be creative and dress them up with fun themes, but when you're outdoors, you have greater freedom to do whatever you'd like. Outdoor weddings also allow your guests to feel more relaxed because it's a fun, casual environment, rather than a stuffy and formal place. Having lots of space for movement is more comfortable for them as well.

Of course, one must also consider the disadvantages of an outdoor wedding. The biggest disadvantage is Mother Nature’s power over the weather. Because weather is so unpredictable, this can be a cause for concern. Sometimes, the weather forecast may call for sunny and clear skies, but come the day of your wedding, the exact opposite might be true. This is when a back-up plan is vital. It's this back-up plant that can increase the budget, as booking a room or a tent for your Plan B will entail costs, especially in the case of booking a tent. However, look into renting a tent structure that can serve as an outdoor venue. A high quality stretch tent structure can within gail force winds and will protect your guests from even the most unpredictable weather. Be sure to price and compare. We found, a reputable company such as Tentickle Stretch Tents, a good source of realistic stretch tent prices, great service and really beautiful tents that will enhance your special day. The worst-case scenario is that you pay to have the tent installed and then have a gorgeous sunny day and lose your deposit or the entire amount.

Another thing to think about is humidity. Hair might not cooperate in humid weather, makeup can be runny, and seasonal allergies can bother you or your guests. Also, make sure your priest or officiant is willing to marry you at your venue, since many Catholic priests will not perform marriage ceremonies outside of the church.

Indoor wedding: advantages and disadvantages

If you love the look of an outdoor wedding, but don’t want the stress of possible rain, you can create the outdoor look inside as well. For one client, I rented a venue encased in windows and this allowed everyone to feel like they were right in the middle of the natural beauty outdoors, while still inside, saving my client the stress of possible rain or need for a Plan B.

The advantages of having your wedding indoors is the year-round aspect. Whether your wedding is during the winter, spring, summer, or fall, there is no issue with weather. There are so many options for an indoor wedding, from historic buildings, stunning hotel banquet rooms, luxurious reception halls to indoor greenhouses, just to name a few.

The opportunity of having an "off-season" wedding in an indoor venue is also a plus, as hosting a wedding when venues are not busy may save you some money by the discounts that these venues can offer during their quiet season.

Golf clubs, for example, welcome events with open arms and sometimes reduce their rental rates and offer special wedding packages to bring in some business during their off-season.

Lighting is a great way of creating ambiance at a wedding and indoor venues allow you to maximize its effect, creating the perfect mood and allowing you to have the exact lighting you desire. Indoor weddings also mean better climate control.

Before making your choice on whether you prefer an indoor or outdoor wedding, consider all the pros and cons of each option and see what works for you.

Article source: http://www.slice.ca/weddings/blog/outdoor-versus-indoor-wedding/40973/

12 Ideas for the Best Outdoor Wedding

BY BRIDEBOX WEDDING ALBUMS ·

When you plan your wedding location, it is important to know how to filter out the best venues. There are so many options for your wedding venue, from big to small, from winter to summer locations and from indoors to outdoors. If you and your partner are celebrating your big day outside, you will want to plan your wedding so that it has the beauty and spaciousness of the outdoors but maintains the comfort of indoors. The following are 12 ideas to make your outdoor wedding comfortable and creative!

1. Cushion on the Seats

Our first and most basic suggestion for an outdoor wedding reception is to provide cushions on the seats. This simple necessity will make the biggest difference for your guests’ experience as they enjoy your beautiful ceremony. You can choose whether to pick simple white bench cushions or go with other creative wedding chair decorations.

2. Stepping Stones for Bridesmaids

Your bridesmaids worked hard to help make your wedding celebrations as successful as possible… return the favor by making sure to avoid creating a terribly uncomfortable experience for your bridal party. Most importantly, don’t stick your girls in stilettos on grass throughout your ceremony… If your reception is taking placing in a garden or field, consider placing a small platform or cement or wooden blocks where the bridal party will be standing. This will assure that they won’t need to worry about sinking into the grass or breaking a heel and can instead focus on your lovely ceremony that they came to see!

Photo Credit: Documentary Associates Photography

3. Bring the Dancing Shoes

If you’re concerned for your other high-heeled guests but want to keep your ceremony on grass, you don’t have to settle! One option is to let your guests know ahead of time to opt for their favorite classy wedding flats rather than heels. Alternatively, if you plan to have the ceremony out on a field but the rest of the reception on hard ground, you can provide your attendees with cheap flip-flops. This will increase your guests’ comfort both while strolling the venue and of course, while dancing the evening away!

Photo Credit: Tilly Mint

4. Ice Cold Drinks

If your outdoors wedding is taking place during the summer and the weather is expected to be warm, you should consider making ice cold drinks available outside. This does not have to be the location of your bar. You can ask your venue to put out ice-filled buckets with bottles of water and cans of soda or place one water bottle on every seat.

Photo Credit: Emma + Josh Photography

5. Provide Sun Protection

Along with keeping everyone hydrated, there are other factors you might want to consider about having an outdoor summer daytime wedding. For some of your older guests especially, staying out in the sun for a long time may be difficult or uncomfortable. In order to truly plan for your outdoor wedding, provide tubes with sunscreen for your guests. Also consider providing shade or shady areas.

6. Don’t Forget Temperature Drops

Similarly, if your wedding is taking place in the evening, you will want keep in mind the expected forecast. Avoid wedding day catastrophes by providing wraps and blankets for your guests to be able to throw on in the chillier moments of the evening. Although it may seem unconventional, keeping your guests feeling good outdoors will be a worthwhile investment.

7. Electronic Fans

If you are planning your wedding for one season of the year or in a humid location, regardless of whether it is a day or evening celebration, you will want your guests feeling comfortable and happy. Especially when dancing is involved, weddings tend to get warm and stuffy. Providing large electronic fans throughout the venue will help assure that your guests have a place to cool off while dancing or even just walking around.

8. Lighting

One of our favorite things about outdoor weddings is all the creative ways you can use lighting to either brighten up the venue or create a dim romantic atmosphere. You can make your walk down the aisle even more special by using string lights to create an outline of the path.

Photo Credit: The Reason I Love

9. Light Up Your Tables Creatively

Along with string lights, candles, and lamps, there is another way to creatively and beautifully lighten up your wedding venue for an evening celebration… Placing camping lanterns under tables creates a lively glow and adds a unique touch to your décor.

10. Create a Classy Entrance

There are a lot of ways you can add creative decorations to your wedding. For an outdoors wedding, you can install an entrance with a frame and lace curtains that gives a romantic and classy feel as your guests arrive. Depending on the layout of your venue, your entrance may be the first thing your guests see when they arrive, or it might better suit the start of the aisle.

Photo Credit: Christine Williams Photograhy

11. Protect the Dessert

Since your wedding is taking place outside, your party favors and desserts are vulnerable to the elements and to any pesky bugs that joined your celebration. Keep your appetizers, desserts and cake safe by keeping them under an insect-repellent canopy. Although you may eventually need to remove the net in order to make the treats more welcoming, keeping them protected at least at the start of the big day will be worth it.

12. Microphones

If your wedding is taking place outside throughout the ceremony and even speeches, it is very important to have a microphone. The outdoors doesn’t echo and the acoustics are generally not great. Having a microphone will assure that you and all your guests can hear the speakers and your lovely wedding vows.

Photo Credit: Amy Wass Photography

While outdoor weddings are conducive to a fun and easy-going celebration, they also take away some of the assured comfort, such as temperature control and good acoustics. That is why it is important for you to plan your outdoor wedding so that it can be as great as you deserve!

Article source: http://tentsfromcairotocapetown.weebly.com/blog/12-ideas-for-the-best-outdoor-wedding

Note from the blogger, Tents from Cairo to Cape Town: Experience has taught us, that when it comes to choosing a tent for an outdoor wedding, quality is key. Try source expert stretch tent manufacturers and suppliers, such as Tentickle Stretch Tents,  to ensure that you do not end up with a tent that rips or simply cannot withstand the elements!