Hosting Outdoor Events
by Terry Matthews-Lombardo, CMP
With the growing popularity of hosting outdoor events of all shapes and sizes, planners and event coordinators have to think ‘outside the walls’ of traditional meeting spaces to the many elements needed when staging festivals, athletic competitions, tournaments or a variety of events that are held for business or just for fun in the great outdoors. Here is a sample of elements you may need to consider in order to get your planning mojo on the right path for successful execution of this type of non-traditional activity:
by Terry Matthews-Lombardo, CMP
With the growing popularity of hosting outdoor events of all shapes and sizes, planners and event coordinators have to think ‘outside the walls’ of traditional meeting spaces to the many elements needed when staging festivals, athletic competitions, tournaments or a variety of events that are held for business or just for fun in the great outdoors. Here is a sample of elements you may need to consider in order to get your planning mojo on the right path for successful execution of this type of non-traditional activity:
- Port-o-potties (in proportion to your expected numbers/variety of locations)
- Trash cans and recycling bins (helps provide good press and community relations, and you can never have enough; just don’t forget to also schedule the pickup of all garbage and disposables)
- Parking, including ADA compliant spots in proportion to expected attendance (remember both the start and end locations as well as points in between for viewing)
- Tents and other inclement weather options (think convenience and customer service)
- Food trucks!
- Golf carts for transporting VIPs, dignitaries, press, staff and medical injured
- Applicable outside vendors that add value to your event (medical/PR opportunities/displays and exhibits, etc.)
- Areas marked specifically for photo opportunities and viewing
- Supplies such as orange cones, roping/taped areas, identification tags/lanyards/brightly colored shirts/vest for all employees and volunteers
- Directional signage in BIG/BOLD lettering, printed on weatherproof materials
- Specific areas and instructions for invited media and press (always better if close-in parking and/or golf cart pick up is allowed for them as well)
- Consideration for plenty of water distribution stations
- Shower/splash zones (when extreme heat is expected) and possibly the need for bug or mosquito spray in large areas
- Staging, lighting and sound systems conducive to outdoor use
- Registration and information booths
- Electrical outlets/power drops as needed for any of above elements
- EMTs, police and medical assistance on alert/standby
- Permits – make sure you check with all entities (state/local/regional/private owner)
Remember, this is just a sampling of elements to consider. You may find your next outdoor event needs all these elements and more, or only a select few. Regardless, by making sure you have all your bases covered, your next event is sure to be a success.
Terry is both a veteran meeting planner and a freelance writer, focusing on issues related to the travel, meetings, and leisure markets. A CMP since 1987 with a resume that covers both international planning and incentive work as well as positions on the supplier side, she advises industry newcomers that want to learn fast how to succeed in this business “make sure and sweat the small stuff!”
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