Company events can be an exciting time to look forward to in the future. They bring employees together and are crucial for creating a strong company culture — a foundation for business success.
Yet, outdoor events are somewhat different. Company owners must ensure they have all they need to make an outdoor company event successful.
Even though these events require slightly more planning than usual, they’re worth the effort. That’s because company events effectively build interpersonal relationships, drive growth and enhance performance.
In fact, one survey found that 95% of respondents agree in-person events have a major impact on achieving business goals.
To ensure the next outdoor event is a success, keep these helpful tips in mind for when it’s time to plan.
1. Choosing the Perfect Location
The location should be the first thing in mind when planning an outdoor event for companies. Where will the team-building activities take place?
It’s important to choose a location that’s centrally located. Because if there are fully remote and hybrid teams, the event needs to be easily accessible.
If an outdoor space surrounds the office, it could be simple to host the company event there. Or if a public park is near, that works also.
Sending a survey to the crew and asking them to vote on a location is always resourceful.
2. Which Activities Will Be Provided?
An outdoor company event won’t be successful without entertainment. Of course, keeping the event light and fun with activities is needed. The good news is that there are tons of games to play outdoors.
For example, if the company is going for a carnival theme, a classic game of ring toss is a popular game to play.
3. Make a List of Participants
Planning an outdoor event takes a team of participants to make it successful. Otherwise, a small part of the team’s presence won’t make the event as effective.
The primary goal is to get as many people to attend to reap the benefits of a team-building event. Therefore, it’s best to plan ahead of time, so no one gets left out.
Consider whether this should be a mandatory event. Are there any willing participants interested in the activities?
According to Statista, 26% of survey respondents said they’d attend an outdoor event more frequently after the pandemic. Therefore, an outdoor event may be more successful than in previous years.
4. Bring the Proper Equipment
When an event is outdoors, there will be many things to bring, especially for a company picnic. For instance, there may need to be a supply of coolers to keep the drinks cold and refreshing. Coolers come in various sizes — from 20 to 140 quarts, so make sure to get the right size for your needs.
Consider other equipment that outdoor events require. Is there electricity available on-site? If not, a portable generator, extension cords and duct are great for backup if something wrong occurs.
When planning an outdoor event, keeping the lighting and proper equipment in mind is helpful.
5. Keep the Event Sanitary
Being outdoors, guests must have access to at least one restroom. Providing guests with a good restroom facility and sanitation unit will keep them happy and accommodated.
It’s also a great idea to consider keeping the outdoor space clean. Sanitary bags and trash bins will ensure the area is tidy. Business owners should also consider the fact that there may be guests with children or people in wheelchairs.
Therefore, having an easily accessible toilet with more space is important.
6. Ensure Guests Feel Comfortable
Outdoor seating arrangements should be another consideration to keep in mind. Regard how many people are attending and ensure enough room for everyone to sit down.
In addition to keeping guests comfortable, the outdoors can bring other numerous annoyances like too much sunlight, insects, heat, etc.
Be sure to provide enough shade for people to cool down and rest. A shaded area is also a great spot for team members to gather and discuss upcoming activities on schedule.
Supplying an electric fan or bug zapper and tiki torches are essential for keeping the bugs away.
7. Keep an Eye on the Weather’s Forecast and Always Expect Rain
Having a backup plan when organizing an event is always a good idea. There’s a possibility that the event will have fantastic weather all day long. Yet, just in case it does rain, the event will need a portable pavilion or two to keep guests dry.
8. Keep the Event Safe and Secure
Regardless of the event’s size, hiring a security company might be a good idea. This will ensure the guests are safe since anyone can sneak uninvited to the event. And in case things get out of hand, the security team will be there to take care of the situation.
It’s also necessary to have a safety plan in case of emergencies. Take measures to create one so that way everyone stays protected.
9. Learn About Local Restrictions
No matter where the event occurs, every town will have a noise ordinance. Therefore, planning an outdoor event requires someone to find out what the noise restrictions are and if there are regulations on the number of people.
Large events are a source of noise disturbance, so it’s important to keep this in mind. Other noise restrictions apply to music, loud equipment, fireworks, etc.
The company may also obtain permissions if an outdoor event requires one in a known location.
10. Get Permits
The last thing a fun company event needs are people with badges to shut it down because there was no permission to organize it in the first place.
If the event will supply alcohol and broadcast copyrighted material, make sure to obtain a permit once the location and date of the event are known.
11. Consider Logistics
When planning the event’s logistics, it’s easiest to make it visual and sketch everything on paper. For example, drawing the premises and marking spots to arrange everything will make the setup much easier.
Make Outdoor Event Planning Easy
Planning an outdoor event might require some effort. However, the outdoors provides many advantages. Space might be one of them, but the other important factor is the atmosphere.
Keep the above tips in mind when planning a company’s outdoor event. Once the basics are complete, the rest will easily fall into place.
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