If this is the first time you are having an outdoor event, you must be wondering, what are the major considerations for events held outdoors, right? Well, there are many of them to consider, including:
Shade
Even if you are having your event in summer in perfect weather, you still need to protect the guests from the sun. If having it in winter, you need to protect your guests from the rainfall and strong winds.
To do this, you need to rent a tent from your local party tent rentals where your guests will sit. The type and size of tent you rent depends on the theme of the event and the number of guests you expect in the event.
If having the event in winter, remember to rent sidewalls you can easily put together should the weather worsen.
Seating
Unless you are having an extremely informal event, you need your guests to sit. This means you need to provide them with seats.
There are plenty of chairs you can go with, ranging from Chiavari chairs to sofas to benches. The units that you go with depend on the theme of your event.
If having a beach wedding, simple plastic or wooden chairs are enough, but you may need to rent sofas if having a high-end formal event.
The same thing applies to the tables.
Entertainment
There is no complete event without entertainment, is there? So you should factor in how you are going to entertain your guests. Will you play music from the speakers? Will you hire a DJ? A band? It all depends on your budget and preferences.
While at it, consider the dance floor. The guests need to dance, and they can’t do it on the bare ground, so you need to get them a dance floor. The type that you go for depends on your budget and theme. If you aren’t sure about the right one to get, get the input of a professional.
Food
When you are having certain events, such as weddings, you need to provide the guests with food. You can do it in two ways: prepare the food at the event site or buy already made food from the restaurant nearby.
Each option comes with its pros and cons. When you decide to prepare the food at the event site, hire a catering company to bring its cooking appliances to the event site. You may also have to hire an extra tent to house the catering equipment.
As you can guess, this raises plenty of logistic issues. The good side is that the guests are served fresh and hot food. You can also change the menu or even request special foods more conveniently.
Buying food from the outside is an entire ball game. While you have little logistics to worry about, your guests are often served cold food. This is because the ready food has to be transported from a distance.
You also can’t conveniently request special meals as the food isn’t prepared at the site.
To increase the chances of keeping the food fresh and hot, order the food from the restaurants close to your event venue.
Drinks
After the guests have eaten, most will want a drink. You also need drinks if you are having an after-party.
The drinks you serve depend on your budget and the type of guests you will be having over. If you will have your close family members, you can stay away from alcohol and provide juice and water, but if you are having your friends, there is no harm in serving alcohol.
If having a formal event, you may have to set up a temporary bar complete with a waiting person.
There you have it
These are the things you should consider when having an outdoor event. To have an easy time, work with professionals experienced in handling outdoor events.
When renting the different party supplies from the different event rentals Rockland NY, don’t hire them from just any company—take your time and ensure that the company stocks high-quality items.
To save as much money as possible, rent most, if not all the supplies from one company. This way, you can negotiate the price, so you get the best deal.