Important Equipment to Secure for Outdoor Events Planning

Event planners have distinct difficulties when organising an outdoor event, including managing the weather and complex technological issues.

Therefore, planning for every occurrence when it comes to your event equipment is essential to provide vendors and guests with a great experience, whether holding a charity benefit, sporting event, or music festival.

This article will offer crucial guidance on the outdoor event equipment you need to ensure that your event runs well no matter the weather.

Paperwork and Planning

There are several events and documents you need to account for when planning an outdoor event, such as:

• Taking Note of the Ordinances and Regulations: Check the fire and safety codes and any noise ordinances. To learn more about the precise location of the venue, you must get in touch with the relevant municipal authorities.
• Seeking the Proper Permits: Once the venue site has been selected, this should be the first thing you do since failing to obtain the necessary licences can quickly result in the cancellation of an outdoor event, especially if it takes place in public property.
• Arrangements with the Vendors: You will need to get in touch with the right providers to put up electricity, toilets, communication, food service equipment, sound assistance, lighting, etc., depending on the sort of event and how undeveloped the outdoor space is.
• Coordination of Your Supplier Logistics: As soon as you can, arrange a meeting at the location with all of your suppliers to discuss load-in/load-out, parking, electricity requirements, etc. Doing so is vital in creating a thorough logistics strategy and preventing the amount of information from becoming too overwhelming.

Power Sources and Backups

An outdoor event’s success depends on having a safe, dependable, and enough power source for everything from technical equipment to food and lighting. It’s necessary to consider alternatives to turning off the main grid, given the challenges posed by the elements.

Electrical equipment will continue to operate even if there is a power outage thanks to a backup plan, which can be facilitated by uninterrupted power supply (UPS) units or generators.

Lighting Equipment

Events lighting equipment should always be a key consideration when planning an outdoor event, particularly in the case of evening events.

You may need various light sources, from professional stage lighting to lights for pathways and internal places. For instance, ensuring your venue is well-lit at night will ensure that guests and workers can readily see where they’re going and will also increase the venue’s safety and security, even after hours.

Reliable Sound Systems

Don’t skimp on sound equipment, whether a simple PA system for announcements or an extensive speaker system for musical concerts. Why not consider rental equipment instead to reduce the technical costs to a minimum if money is an issue?

Storage for Belongings 

Offering waterproof storage is crucial for various reasons, like protecting expensive electrical equipment from flooding or giving visitors and workers somewhere to keep their items. The whole event experience may be significantly enhanced by offering a dry location where valuables, extra clothing, and other personal things can be stored away safely and securely.

All-Weather Amenities

Customers will be satisfied, even when the weather is terrible if your amenities and facilities can survive the elements and meet the demands of your visitors, from clean, ample restrooms to disaster-proof dining alternatives.

You may consider a clearspan marquee that offers an outdoor view and experience while protecting you from the elements.

Putting Together Your Outdoor Event

When it comes to outdoor event planning, safety and security are high priorities. Event planners need to consider every angle when deciding on event equipment and amenities, mainly if the event is large or has many attendees.

Are you looking for a marquee hire service in the UK for your outdoor event? One Six Events has years of experience supplying marquees, furniture, lighting, and air conditioning systems. Request a brochure today to learn more!

Category: Blog