Inspired by Thunder and Lightening

This past weekend, I went to an outdoor event held at a farm in Switzerland in support of a friend who had a stall there. Yes, inclement weather was forecast, so we decided to pack up early, but this was not what we expected…

* Video showing the flood waters in a neighbouring village across the border in France

Thunderstorms accompanied by wind and rain of tropical proportions is not the norm in the Alps. But it did happen, which got me thinking. As an event producer, how can we prepare for and prevent such disasters? Through sound venue selection of course! Which is exactly what we’ll be discussing this week. In 10 Outdoor Venue Hacks for a Showstopping Event, I will share my top 10 hacks help you find that perfect outdoor venue. As a bonus, I have included a tip sheet for you to download and bring with you on your site visits.

Speaking of site inspections, in the fast paced event world, who has time to do them, especially now when so many venues offer virtual tours, video walk throughs? In Why In-Person Site Visits are Event Planning Gold I will explain why putting your eyes on a venue is still vital to the success of an event.

Dive into Newsletter 112 and let me know afterward whether you agree with me. Happy reading

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Pulling off a killer outdoor event is no walk in the park. From dealing with unpredictable weather to navigating logistical labyrinths, choosing the right outdoor venue can make or break your event's success. In this article, we’re giving you the inside scoop on the top 10 hacks to help you crush it when selecting an outdoor venue that'll leave your attendees in awe. Get ready to take notes and brace yourself for some game-changing insights!

1. Accessibility: Evaluate the ease of access to the venue, including parking availability, public transportation options, and accessibility for individuals with disabilities. A convenient and accessible location will ensure a seamless experience for your attendees.

2. Weather Contingency Plan: Outdoor events are subject to the whims of Mother Nature, so it's essential to inquire about backup plans or alternative indoor spaces in case of inclement weather conditions, such as rain, extreme heat, or cold.

3. Capacity and Space: Ensure that the venue can accommodate the expected number of attendees comfortably, with enough space for any planned activities, seating arrangements, or additional structures (e.g., stage, tents). Overcrowding can detract from the overall experience.

4. Amenities and Facilities: Consider the availability of restrooms, electricity sources, water access, and other necessary amenities for your event's requirements. Adequate amenities will contribute to the comfort and satisfaction of your attendees.

5. Noise Regulations: Check if there are any local noise ordinances or restrictions that may impact your event, especially if you plan to have live music or amplified sound. Compliance with local regulations is crucial to avoid potential penalties or conflicts.

6. Lighting: Assess the natural lighting conditions during the time of your event and consider the need for additional lighting if the event extends into the evening hours. Proper lighting can enhance the ambiance and ensure safety for your attendees.

7. Site Preparation and Cleanup: Understand the venue's policies and requirements for site preparation, setup, and cleanup, including any potential fees or deposits. This will help you plan and budget accordingly.

8. Permitting and Insurance: Determine if any permits or insurance are required for your specific event type and location, and ensure compliance with local regulations. Proper documentation can protect you and your attendees from potential liabilities.

9. Vendor Access and Logistics: Evaluate the venue's accessibility for vendors, caterers, or other service providers, including loading and unloading areas. Smooth logistics can contribute to a seamless event experience.

10. Scenery and Ambiance: Consider the overall aesthetic appeal and ambiance of the outdoor venue, as it can contribute to the event's atmosphere and experience. A beautiful and inviting setting can leave a lasting impression on your attendees.

With these 10 outdoor venue hacks under your belt, you'll be unstoppable! So, what are you waiting for? Get out there and start scouting for that perfect outdoor location that'll make your event an unforgettable showstopper!

Download this handy tip sheet to take with you on your next outdoor site inspection.

As event professionals, we all know that selecting the right venue is one of the most crucial aspects of event planning. With an array of options available, from traditional event spaces to unique, non-conventional venues, the decision can be daunting. While virtual tours, videos, and online resources can provide a glimpse into a venue's offerings, there's no substitute for an in-person site visit when it comes to ensuring the perfect setting for your event.

In today's fast-paced event industry, where deadlines are tightening, virtual solutions can be a valuable starting point for site selection. From 360-degree virtual tours and pre-recorded video walkthroughs to live video calls with venue coordinators and 3D renderings, these tools can provide a comprehensive overview of a venue's offerings. Additionally, seeking feedback from previous clients and leveraging local contacts can also offer valuable insights.

However, once you've narrowed down your options, an in-person site visit becomes indispensable. Here are five compelling reasons why:

1. Assessing Ambiance and Atmosphere: Photos and videos can't fully capture the subtleties of lighting, acoustics, and the overall feel of a space. An in-person visit allows you to experience the true ambiance and atmosphere.

2. Evaluating Layout and Space: Understanding the layout and flow of a venue is crucial for ensuring seamless event execution. An on-site visit enables you to assess how the space will accommodate your specific needs, from seating arrangements to stage setup and guest traffic flow.

It also allows you to evaluate the space’s infrastructure firsthand. Can lighting be dimmed to levels that you need? Are wall outlets located where you need them? Is there a green room for your VIP speakers?

3. Inspecting Cleanliness and Maintenance: Verifying the cleanliness and upkeep of a venue, including restrooms, kitchens, and common areas, is essential for meeting your standards and expectations.

Check for availability of cleaning staff during the event. Accidents can and will happen, make sure someone is always on standby to mop up.

4. Meeting the Staff: Building rapport with the venue staff can be crucial for smooth event planning and execution. An in-person visit allows you to gauge their professionalism, responsiveness, and willingness to accommodate your needs.

How prepared are they for emergencies? What additional resources can they bring into play?

5. Identifying Potential Issues: An on-site visit enables you to spot potential issues that might not be apparent in virtual tours or photos, such as inadequate parking, accessibility challenges, or logistical hurdles. Photos or virtual tours won’t show back-of-house areas like the accessibility of loading docks, the size of freight elevators, and components essential to the logistical operations of an event.

While virtual solutions can save valuable time and expenses in the initial site selection process, an in-person visit is ultimately necessary to ensure that the venue meets all your requirements and provides the best possible setting for your event. By conducting thorough site visits, you can mitigate risks, identify potential challenges, and create a seamless and memorable experience for your guests.

In the fast-paced world of event planning, taking the time to conduct in-person site visits may seem like an added burden, but it's an investment that can pay dividends in the form of a successful and well-executed event.

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