Always Have a Weather Backup Plan
Never plan an outdoor event without a Plan B. This could be an indoor fallback venue, a tent or marquee rental, or a rain date communicated on the invitation. Check the forecast in the days leading up and send broadcast updates to guests if plans change.
Keeping Guests Comfortable
- Sun: Provide shade with umbrellas, canopies, or natural tree cover
- Heat: Offer cold drinks, misting fans, and sunscreen
- Cold: Provide blankets, outdoor heaters, and warm drinks
- Wind: Secure decorations, use weighted tablecloths, and have windbreakers
- Insects: Citronella candles, bug spray stations, and choose a well-maintained area
Outdoor Food Safety
Food left in the heat spoils quickly. Keep cold items in coolers and hot items in warming trays. Set up food stations in the shade. Refresh platters frequently rather than putting everything out at once. Cover food when not being served to keep insects away.
Lighting for Evening Events
Outdoor lighting transforms a space after sunset. String lights overhead create a magical canopy. Solar garden stakes line pathways. Lanterns and candles add warmth. Plan your lighting setup before the event and test it after dark.
Sound Considerations
Outdoor spaces absorb sound differently than indoor venues. You may need a portable speaker system that is louder than you think. Check local noise ordinances for your area and set volume expectations with neighbours if your event runs late.