To many people organizing an outdoor event, the most important thing is the tent. But is the case? Absolutely not! In addition to hiring the best party tent rentals, there are plenty of other things you need to consider. They include:
From experience, the last thing hosts think about is the restrooms, and they are crucial. Most septic systems aren’t designed to handle 100 or more guests, so you will need backups.
Even if you have a septic toilet in the area, also consider renting portable restrooms. They come in different designs, and it’s up to you to choose the ones that complement the party theme.
Condition of the party venue
What is the nature of the event venue? Is the site flat or hilly? If the party is at the foot of the hill, it means rain will come rolling downhill into your party. Do you want this? For a great experience, ensure the venue is inviting and will keep the guests as comfortable as possible.
When choosing a venue, be realistic of your expectations. In addition to enough seating area, you also need space for décor, so you should factor this in.
Plan B for severe weather
Even if you have a high-quality tent with enough sidewalls, sometimes the weather gets out of hand. For example, rain or wind can be excess. You want to ensure you are covered even when Mother Nature throws curve balls at you.
You can do this by having a plan B. For example, you can have an event near a house or church, so when the party tent can’t handle the weather, you can move into the nearby house. Remember to prepare the house and decorate it appropriately.
Even if you are planning to have the event during the day, the weather might get cloudy, or the event might run longer than you expected. To avoid keeping your guests in the dark, always plan for the lights.
Lights have a reputation for failing at the last moment, so always test them as many times as you can. As you are planning for the lights, don’t just think about the interior lights—also think about the exterior ones that are vital for the security of your guests.
When the sun goes down, you don’t want to be searching in the garage for flashlight or candles, do you?
The weather might work in your favor and not be required to use lights, but you still need power for sound, heating, and cooling. If preparing food at the venue, lack of power means the catering company won’t prepare the food.
To avoid this, ensure there is power in your chosen venue. Like with the tent, ensure you have a portable generator as a backup. This way, you are sure things will be flawless even if the power goes out.
Did you know local authorities can stop a party you spent a fortune organizing? This happens when you violate the laid down rules. If having a big event, reach out to the local authorities and let them know about it. Some states even require you to have a permit to throw a party.
To avoid wasting your precious money, get the necessary permits if necessary. If having the event at night, you might be making noise to the neighbors. To prevent them from filing for noise complain, invite them to the party. If the neighbors are enjoying the party, they won’t complain about the noise.
Where will your guests park? You need to think about this. For best results, plan for one parking spot for every two guests. If the area isn’t large enough, consider local alternatives.
For example, have the guests park at a local church, park, or any other nearby area with a large parking area.
You can also discourage guests from coming with their cars by providing shuttle services to and from the party venue.
Working with a professional
Planning a large outdoor party can be exhausting, and things can easily get out of control. To avoid this, if you have the means, hire a professional to help you out. The expert will help you reach out to party rentals Rockland NY, among many other things.