Outdoor events & marquee hire offer a unique atmosphere that indoor venues simply can’t replicate.
But hosting an event in the beautiful outdoors also comes with a few challenges, such as unpredictable weather, finding the perfect location, and ensuring guest comfort.
In this article, we’ll tackle these potential challenges head-on, providing essential tips to ensure your 2024 outdoor event runs smoothly and leaves a lasting impression.
UK weather is famously unpredictable, but renting the right marquee ensures your event can go on without interruption, come rain or shine.
With rain always a possibility in the UK (even in the middle of summer!) it’s important to rent a marquee that’s waterproof, and also invest in appropriate flooring.
If you’re lucky enough to be running your event on a hot summer’s day, you’ll want to make sure your marquee has adequate ventilation and shade.
The key to running a successful outdoor event in the UK is to always have contingency plans.
Your marquee hire company should be able to offer the ability to have removable side panels for your marquee for example, which can be opened if you have a warm day and need ventilation, but closed if you have high winds or a day of rain.
Choosing the right location is crucial for a successful 2024 outdoor event in the UK.
Ensure your chosen location offers easy access for all guests, considering not only ample parking and convenient public transport links but also accessibility for those with disabilities.
And when it comes to marquee hire, the ground often needs to be even and stable to support your marquee safely and to prevent trip hazards.
It’s important to consider whether your chosen location provides access to power outlets, or whether you’ll need to rent generators for your lighting, catering equipment and sound systems.
Similarly, you’ll want to ask about water supply – will your catering supplier be able to access water easily, or do they need to make alternative arrangements?
It’s also crucial to accurately calculate how many toilets are likely to be needed based on your guest count, and ensure they meet accessibility standards. This is something that is often underestimated, especially for marquee hire events where alcohol is likely to be involved – as this makes people visit the bathroom more frequently!
To help keep your event clean and tidy, you should also consider providing a suitable number of recycling points and waste bins. Also consider a clear post-event cleanup strategy, to ensure you leave the site spotless.
Carefully consider crowd management with your event layout. Ensure there’s enough space for comfortable movement and well-defined pathways to prevent bottlenecks or congestion.
It’s also important to make sure you plan ahead for first aid.
For smaller events, a well-stocked first aid kit and a trained first aider on site may suffice. Larger events often warrant a team of medical professionals to be on-site.
Delicious food and drinks are essential for a memorable event.
It’s important to choose a caterer with a proven track record in outdoor events. They’ll understand the unique challenges of working without a traditional kitchen and be prepared for any weather surprises.
Select a service style that is suitable for the atmosphere and objectives of your event. Buffets promote mingling and offer variety, while plated meals feel more formal.
Food safety is also paramount, and ties into the previous point on making sure you have access to power. To prevent illness, a lot of food needs to be refrigerated. Making sure you have the right refrigeration setup is crucial for ensuring the health and safety of your guests.
Any outdoor event has the potential to leave an environmental footprint, but with conscious planning, you can significantly minimise your impact.
Opting for a venue that’s easily accessible by public transport can help reduce the carbon emissions of all guests travelling in their own car.
When it comes to interior decor and consumables try to avoid single-use plastics, opting for recyclable items instead. It’s also advisable to rent items and equipment when possible, rather than purchasing them new and having to dispose of them after your event.
Choose caterers who prioritise local, seasonal ingredients and minimise food waste, and look for other suppliers who share your commitment to sustainability.
By following these 6 essential tips, you’ll have a solid foundation for tackling any outdoor event in 2024.
But sometimes, you need a bit of support.
At One Six Events, we specialise in creating extraordinary open-air experiences.
From marquee hire to furniture rental, portable toilet hire to fully managed bar services – our expert team is here to guide you through every step of delivering a memorable event. So if the process of setting up your event feels a little overwhelming, get in touch with One Six Events HERE!
Category: Blog
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