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Wedding Advice | Event Planning Tips
There is much more to consider when you plan an outdoor event than initially meets the eye. It can take a lot of planning, organisation and determination to host an incredible outdoor gathering.
However, if you pull it off, your event will be one to remember!
To help you run an epic outdoor event โ read through our checklist below. These points are not only relevant to weddings, but any event that is run outdoors.
Checklist to consider when planning an outdoor event:
- Firstly, is your event concept/format suitable to be hosted outdoors? If so, letโs get planning.
- Scope out an appropriate site that is flat with good drainage.
- Do you need council approval or permits?
- Research rules, regulations and restrictions for this site โ i.e. are there any noise restrictions/curfews?
- Inform neighbours.
- How will you set it up? If using suppliers such as marquee/tent hire and temporary structure hire ensure the vendors are comfortable with the site – conduct a site visit with the suppliers so the vendors can tick off their approval of the site and access points. Clearly map out where all suppliers are to be located.
- Access to the site must be appropriate for trucks, cars and guests.
- Adequate bump in and out zones as well as parking, drop off zones.
- How will you dress up the space? Furniture hire, styling, linen, cutlery, crockery, floral, greenery, handing installations – the options are endless.
- Is there access to power or will you require a generator? Do not overload outlets with too much power. Speak with the professionals about power loads.
- You may like to ensure all electricals plugging into power outlets and generators are tagged and tested to ensure they do not blow up/short the systems.
- Develop a detailed site map with measurements & layout.
- Do you require Audio Visual for the event and the entertainment? Microphones, speakers, screens, technical for entertainment.
- Source wonderful entertainment. Make sure they are adequately looked after with their audio visual, lighting, staging and set up zones. Many entertainers may prefer to use their own equipment which will help with your bottom line.
- Do you require Lighting?
- Lighting for when night falls – do not forget to provide adequate lighting to not only the high traffic areas such as the dancefloor and tables, but also remember to adequately light the bathrooms, pathways and carpark.
- Facilities such as bathroom access or port-a-loos are a vital inclusion. Do these facilities require access to running water? There are many self-contained port-a-loo options so investigate what works best for your event.
- Hire cleaners to keep event space clean, free of spillages and bathrooms tidy.
- You may need to consider hiring bins, recycling or look into a cleaning business that also manages all waste and removal
- Consider smoking areas that are away from the crowded zones.
- If catering is supplied an additional kitchen marquee with preparation space & trestle tables may be required as well as hiring kitchen equipment (cookers, fridges, deep dryers etc depending on the menu).
- Are you adequately insured to host the event?
- Does your event require security? Crowd control?
- Bar setup with cool rooms/fridges glassware.
- Activation setup for crowd enjoyment โ such as photobooths, interactive activities, garden games etc.
- Logistics โ traffic management, people management & entry/exit flow, temporary fencing, ticketing, ushers, directional signage, bump in and out schedule
- Weather contingency plan. It is always necessary to have a weather contingency just in caseโฆthis may be to have heaters/air conditioners on stand-by for a last-minute hire. Plenty of undercover marquee space in case of rain, umbrellas for sunshine etc.
- Always ensure you have structures professionally installed so they are adequately weighted and secure from winds and rain.
- Consider guest comforts such as toiletries in bathrooms, bug spray, sunscreen, wipes, towels, extra blankets, umbrellas, parking access etc.
- Medical staff on standby. First aid representative.
- Have you conducted a risk assessment?
- If it is a garden party you may like to encourage ladies to wear wedges or flats on the invite.
- Communication โ inform local region authorities & emergency services about the event.
- Can you communicate with your team? Hire walkie talkies, radios
- What staffing does your event require? Catering, Beverage, Wait Staff etc.
- If this is all too much then do not hesitate to look into hiring an event planner, day of coordinator, event stylist & designer and catering business than also offers event management services.
- After the event is finished, bump out all vendors successful
- Return site to original condition
- Finally, cross your fingers and your toes that you are blessed with the most beautiful weather!
Checklist – hire item considerations:
Ceremony:
- Seating โ chairs, haybales, bench seats
- Cushions for seats
- Arbour/backdrop
- Dรฉcor
- Flowers
- Signing table
- Carpet runway for aisle
- Candles
- Vases
- Plinths
- Easels for signage
- Baskets/tubs to house blankets, waters, confetti, umbrellas etc.
- Champagne glasses (for a toast)
- Marquee for wet weather contingency
- Umbrellas
- Umbrella weights/stands
- Entertainment
- Stage
- Stools / chairs for entertainment
- Power for PA, entertainment
- PA & Microphone
- Lighting
- Styling hire โ letters, illumination signs, installations etc.
Pre-Drinks:
- Glassware: beer, wine, champagne, tumblers, cocktail
- Platters
- Trays for drink service
- Outdoor chairs & tables
- Umbrellas
- Umbrella weights/stands
- Bar
- Ice tubs
- Wine Coolers
- Eskies
- Cool room
- Stage
- Power – generator
- Stools / chairs for entertainment
- Entertainment
- Lighting
- Garden games
- Activations
- Installations
- Food & beverage trucks/mobile services
Food preparation/kitchen:
- Marquee
- Trestles
- Kitchen warmers, equipment
- Eskies
- Cool room
- Crockery, cutlery, platters, serving items
- Caterers, beverage staff
Reception:
- Tables
- Chairs & dressings
- Linen, runners & napkins
- Tablescapes
- Table numbers
- Table dressings
- Dรฉcor
- Flooring
- Lighting
- Stage
- Dancefloor
- Bar
- Hanging installations
- Florals, greenery
- Illumination items
- Cutlery, crockery, serving items, platters
- Trestles for food service/buffet
- Draping, chandeliers
- Audio & visual
- Lectern
- Entertainment, DJ, fireworks, activations, photobooths etc
Other:
- Portaloos, luxury Bathrooms
- Flooring
- Turf
- Lighting – flood lights, ambient lighting, emergency lighting
- Power
- Fire extinguishers
- Heating & cooling
- Fans, misters
- Security
- Adequate weights for all structures
- Temporary fencing, barricades, bollards, tensa barriers
- Signage, display signs
- Communication โ walkie talkies, headphones
- Trolleys & dollies
- Bins, waste management
Not all of the above tips, considerations and checklist items will be relevant for your event. We hope that we have covered off most options for you thought. We wish you all the best and do not hesitate to reach out if you need some advice.
To help you plan an incredible wedding download The Event Bible Wedding Planning Kit to help guide you through every step of the way. If you need specific event advice please book in a phone consultation with our event expert
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