Putting on an outdoor event
From garden fêtes to music festivals, and kids’ parties to corporate team building activities, there is a unique attraction to outdoor events. They also come with their own range of distinct challenges, meaning there are some special considerations you need to bear in mind if you want to bring your event into the great outdoors. Let’s take a look.
Licences and Permits
An outside event brings all sorts of extra complications when it comes to permits and licences. The exact requirements depend on several factors, including the number of attendees and whether or not you are planning on supplying alcoholic beverages.
If the total number is less than 500, you will need a Temporary Event Notice to serve alcohol. Such a notice is also necessary if the entertainment is going to continue beyond 11 pm. Larger events with more than 500 in attendance will need a premises licence.
If the event is being held on public land, you will also need permission from the local council. Make sure you apply within ample time to avoid last minute panics.
When your event is held outside, it is far more difficult to keep track of who is in attendance. Having uninvited extras drifting in can play havoc with your catering plans, as well as being a potential issue for health and safety, and possibly breaching the terms of your events licence.
Sound entry management procedures are therefore absolutely essential. Ensure all entry points are properly managed and monitored. Even if you are offering free entry, it makes logistical sense to issue tickets.
It is far more difficult to manage and monitor safety in an outside environment. Comprehensive plans and procedures that cover emergencies, evacuation, and general health and safety are absolutely imperative.
Your plans need to include such factors as emergency vehicle access, traffic management, emergency exits, and so on. Ensure signage is adequate, and remember to make the necessary announcements at the beginning of the event.
The season is no guarantee that the great British climate is going to be cooperative, so you need to be prepared for all eventualities. Make sure you have a clear “Plan B,” such as shelters and marquees, and think about personal comforts you can offer, for example promotional sun hats, ponchos, or umbrellas.
If there is even the slightest possibility of a heavy downpour, you can hire a pump to dewater the ground.
If your event includes any kind of amplified sound, you need to consider the impact this will have on homes and businesses in the area.
Even for a small event, be considerate towards the neighbours. Also think about noise from attendees and their vehicles arriving and departing.
Enjoying the great outdoors
There is nothing like the al fresco approach for a memorable event. Plan yours carefully, taking the above points into consideration, to ensure that it is an event everyone will talk about for the right reasons.
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