Tips for a Successful Outdoor Event

We all love being outside in the warmer months. Summer events are particularly magical, think fairy lights, a warm breeze, bird song and a stunning sunset. To ensure your outdoor dining event is a success, we’ve put together a few tips for you to help with logistics

Weather Preparedness

When planning an outdoor event, it’s crucial to be prepared for all types of weather. The unpredictability of nature means that a sunny day can quickly turn into a rain shower. Here are some ways to stay prepared:

  1. Tents and Marquees: These provide excellent protection from both rain and excessive sun. They come in various sizes and styles, allowing you to choose one that fits the theme and scale of your event. Not only do they offer shelter, but they also create a defined space for your event.

  2. Umbrellas: Large outdoor umbrellas can be a flexible and stylish option for providing shade. They’re especially useful for smaller, more intimate gatherings and can be easily moved as needed.

  3. Weather Forecasts: Keep an eye on the weather forecast leading up to your event. While it’s good to be optimistic, having a backup plan in place is always wise.

  4. Portable Heaters and Fans: Depending on the season, you might need to provide additional heating or cooling. Portable heaters can make a chilly evening comfortable, while fans can help keep guests cool during a hot day.

pergola draped with sheer curtains and fairy lights. Comfortable seating, pot plants, side tables and lamps arranged inside

Comfortable Seating

Comfortable seating is essential to ensure that your guests can relax and enjoy the event. Consider the following:

  1. Variety of Seating Options: Provide a mix of seating options to cater to different preferences. This could include portable chairs, benches, cushions, and picnic blankets. Each option adds a different vibe and level of comfort.

  2. Chair Cushions and Pillows: Adding cushions and pillows to chairs and benches can significantly increase comfort. They also offer an opportunity to incorporate your event’s color scheme and decor.

  3. Picnic Blankets: For more casual gatherings, picnic blankets are a great choice. They encourage a relaxed atmosphere where guests can lounge comfortably on the ground.

  4. Layout: Arrange seating in a way that encourages conversation and interaction. Create small clusters of seating to make it easier for guests to mingle and move around.

Lighting

Proper lighting is essential for creating ambiance, especially if your event extends into the evening. Consider these lighting options:

  1. String Lights: String lights add a magical touch to any outdoor event. They can be draped across trees, tents, or pergolas to create a warm and inviting atmosphere.

  2. Lanterns: Lanterns, whether hung from trees or placed on tables, provide a cozy and rustic charm. Battery-operated or solar-powered lanterns are a safe and practical choice.

  3. Candles: Candles can create a romantic and intimate setting. Use them in hurricane lamps or place them in glass jars to protect the flame from the wind.

  4. Pathway Lights: Illuminate walkways and pathways with solar-powered lights. This not only adds to the ambiance but also ensures the safety of your guests as they move around.

Multiple strings of fairy lights criss crossing the veranda

Ambiance

The overall ambiance of your event sets the tone and enhances the experience for your guests. Here are some ways to create the perfect atmosphere:

  1. Soft Background Music: Music can significantly enhance the mood of your event. Choose a playlist that complements the theme and vibe you want to create. Keep the volume low enough to allow for easy conversation.

  2. Natural Sounds: If your venue is in a particularly scenic or natural setting, let the sounds of nature be part of the ambiance. The rustling of leaves, chirping of birds, or the sound of waves can add to the experience.

  3. Decorations: Use natural elements in your decorations to complement the outdoor setting. Fresh flowers, greenery, and rustic decor items can enhance the natural beauty of the location.

  4. Themed Decor: Tailor your decorations to the theme of your event. For a boho-chic vibe, use macrame, lanterns, and cushions. For a more elegant event, consider draped fabrics, fairy lights, and sophisticated table settings.

Additional Considerations

To ensure your al fresco event runs smoothly, also consider the following:

  1. Insect Control: Provide citronella candles, insect repellent, or discreet bug zappers to keep pests at bay.

  2. Sanitation: Ensure there are adequate sanitation facilities, including hand sanitizers and clean restrooms.

  3. Accessibility: Make sure the venue is accessible to all guests, including those with mobility issues. Ensure pathways are clear and that seating is easily reachable.

  4. Sustainability: Consider eco-friendly options, such as reusable or biodegradable tableware and minimal plastic usage.

By carefully planning and considering these elements, you can create a successful and memorable outdoor event that your guests will cherish. As always, Salters Events is here to offer you unparalleled catering for your outdoor event. Drop us an email to discuss your event

Robyn SalterSalters Events