In part one of our outdoor event checklist, we covered essentials like weather preparedness, staging, flooring, and restroom trailers. But there’s still more to consider... Read More
In part one of our outdoor event checklist, we covered essentials like weather preparedness, staging, flooring, and restroom trailers. But there’s still more to consider when planning the perfect outdoor celebration.
In this follow-up, we’ll dive into four additional factors – permits, catering, accessibility, and entertainment – to ensure every detail is covered.
Permits & Regulations
Depending on your location and the type of event, permits may be necessary. Staying compliant with local regulations ensures your event runs smoothly without interruptions.
- Local Regulations: Check with your town or city office to understand what’s required. Permits may be needed for noise levels, temporary structures, or alcohol service.
- Timing: Permit applications often take time to process, so start this step early in your planning.
- Vendors: Some catering or entertainment providers may also require permits or insurance – coordinate with them to avoid last-minute surprises.
Catering & Dining Logistics
Food and drink are highlights of any event, but serving them outdoors requires some extra planning. Great food can make your event memorable – so don’t skimp on catering logistics.
- Outdoor-Friendly Menu: Work with your caterer to design a menu that holds up well in outdoor conditions. Items that can withstand heat or wind are ideal.
- Food Stations: Consider multiple stations or a buffet layout to keep lines moving.
- Setup Needs: Ensure your catering team has access to essentials like electricity, water, and shaded prep areas.
Accessibility for All Guests
Making your event accessible ensures everyone can participate comfortably. Accessibility isn’t just thoughtful; it makes your event inclusive and welcoming.
- Parking and Entry: Provide clear directions to parking areas and create a designated drop-off zone for guests with mobility challenges.
- Pathways: Temporary walkways should be wide and stable enough to accommodate wheelchairs or strollers.
- Seating: Offer a mix of seating options, including chairs with backs and shaded areas, for older or less mobile guests.
Entertainment & Atmosphere
Your choice of entertainment sets the tone for the entire event. The right entertainment can take your outdoor event from good to unforgettable.
- Power Needs: Ensure performers can access a reliable power source for sound equipment, lighting, or special effects.
- Placement: Position entertainers where they can be easily seen and heard by guests without overwhelming the space.
- Timing: Coordinate a schedule of events so guests know what to expect, whether it’s a live band, DJ, or interactive games.
Planning an outdoor event means juggling many moving parts, but careful preparation ensures nothing gets overlooked. By addressing permits, catering, accessibility, and entertainment, you’ll create an experience that’s both seamless and enjoyable for everyone.
Need help with outdoor event essentials in New England? Contact Sperry Tents Seacoast to make your dream event a reality!
