Everybody loves an outdoor party this time of year. If you live anywhere north of the Mason Dixon line then you are probably planning to be outside as much as possible during the summer months. You see, we Northerners love the summer. Some of us like the winter as well but, there is something about those warm days sitting on a patio, while sipping a cool one, watching the world go by. And if you’re a party or wedding planner then, most likely, many of your clients are requesting outdoor events.
And that’s when your job just got a little bit harder.
Party Planning Tips to Keep Your Outdoor Event Running Smoothly
To say that a party planner enjoys a challenge would be an understatement. It’s not that planners necessarily like a challenge, rather, it’s just that their job seems to come with many challenges that need to be addressed. It’s funny watching a seasoned party or wedding planner versus a planner that is new to the industry. And don’t get me wrong, I’m not attacking anyone new to the industry. Actually, if you’ve read many of our blogs here you’ll know that we actually promote the industry to anyone considering a career in party planning. But like any other industry experience does speak volumes. Which is why often recommend to anyone considering the industry to go and work with a seasoned professional. Schooling is vital but it should be coupled with experienced on-the-job training.
So You Have an Outdoor Party Planned. Now What?
Tip # 1 – Can your party have a rain date? If you’re lucky enough to be planning a party where the attendees can be flexible on their dates, then pick an alternate or a rain date. If you are renting a venue for your outdoor events, make sure you check with the venue and secure the alternate date. As well, you will want to negotiate any fees for reserving that date up front. You do not want any hidden surprises that may throw your budget out of whack.
Tip # 2 – Is the event space large enough to move indoors? If the event space is in a large facility, make sure that there is ample space where you can move your party should the weather not cooperate. And then watch the weather reports. I strongly suggest that you set a cutoff time for your decision. That way it makes it very easy for you to have to make the call. When I was younger and running a patio for a hotel we had a cutoff time of 9 AM regarding whether or not our patio would operate that day. We also had made arrangements with the staff that anybody working that day would be notified by the cutoff time whether or not their shift would be operating. No hidden surprises for anybody.
Tip # 3 – Just rent the tent! Some people ponder whether or not they should rent a tent when they are at the initial planning stages of their outdoor event. I say yes. Depending on your budget and of course number of guests you may be surprised as to how little the tent would contribute to your overall budget. And communicate with your tent supplier. They may be flexible enough to allow certain cutoff times as they may relate to your costs. However, the rule of thumb here is that it’s better to err on the side of caution for your outdoor party.
Outdoor Party Planning Needs to Factor More Than Just Rain into the Equation
Planning an outdoor party takes a little more organization. You have a few more factors that you need to consider in order to ensure that your outdoor event is a success. In addition to the weather, it’s also recommended that you check with local officials (as well as other businesses in the neighborhood) to see if there will be any scheduled construction or interruptions that you want to be aware of. In the case of an outdoor party you can never be too cautious or too organized.
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