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A Comprehensive Guide To Planning And Organizing An Outdoor Event


It is early 2021, and we are in the middle of a pandemic and we can only dream of events right now. Covid-19 has made us feel that we are in an alternate universe. We have memories of amazing events indoor and outdoors with no masks or social distancing and it all seems a world away. But a time is coming when things will be back to normal, and those who organise events will be up for a new exciting challenge.

Planning an event is a daunting task that not many are willing to take up. If you are tasked with being an organizer for an outdoor event, you’ll need to prepare yourself for quite a long journey. To help you out, we’re giving you a few tips on some things that you need to do to make your upcoming event a success.

Pick The Right Location

Before you pick a location, you need to carefully study it first. Does the area have bad weather during the time of your scheduled event? How many people can it accommodate? Does the overall feel of your event fit the location well? These are just some of the things that you need to answer first.

The location needs to be convenient if you want more people to join the event.

Get Sponsors

Organizing an event is not just tough, it’s also expensive. One way to cut the costs is by getting sponsors. Just because you have a sponsor, that doesn’t necessarily mean that they are going to pay for some of what you need in exchange for exposure. It also means having them help you out in other matters of the event.

For instance, if you want to have a steady stream of food and drinks, have a small food chain sponsor your event for you.

Don’t Forget Restrooms!

One of the things you should never forget is to have the right amount of restrooms to accommodate your visitors. If your chosen venue doesn’t have built-in restrooms, then you need to look for portable toilets for hire. You should think about the comfort and health of your visitors so it’s a must to have a sanitized restroom available.

Source: https://pixabay.com/photos/portable-toilets-outdoors-events-3042624/

Having proper restrooms also prevents your event participants from taking a leak wherever they want. Who would want to stay in an event venue that stinks?

Marketing, Marketing, Marketing

Marketing is all about persistence and consistency. If you want more people to take notice of your event, then you need to bring the event to them through ads and social media marketing. Aside from print ads, videos, and social media posts, you should also actively engage with your possible ticket buyers.

An effective form of event marketing is simply making a Facebook page about the event. The page should include all of the important details such as the ticket prices, location, and rules of the event. People on Facebook can even set notifications about the event when it’s nearing.

What’s great about it also is that people can say on Facebook whether they are planning on going to the event or not. You can get a rough estimate of the number of participants in your event which will allow you to prepare more properly.

As an event organizer, you should know how important it is to plan ahead. With this guide, you’ll be able to prepare for your upcoming event easily. It’s challenging at first but once you get more connections, organizing an event is as easy as making a few calls.