Organising an event can be very complicated, especially if you haven’t got much experience doing so. This can become even more difficult when you have to consider the great outdoors – but luckily for you, we’ve put together this checklist to ensure that you have everything you need to hold a successful event.
1. The Venue – is the space large enough, is there ample parking (if necessary), is it easily accessible, is there a limit on people allowed in the area, can you hold the number of trailers/ stages you want? This all needs to be determined prior to booking.
2. What’s the weather – you may not be able to see into the future, but you can use common sense to determine the likelihood of it being wet or cold and make arrangements around this. If your event is in the winter then heaters and shelter should be a priority.
3. Safety Check/ Insurance – as organiser it is your job to ensure that nothing goes wrong, which is why you will need to conduct a safety check of the venue and ensure that you have the appropriate insurance in place. You will also need to ensure that all potential hazards are dealt with appropriately and have proper first aid measures in place.
4. Road Closures – if you’re holding a particularly large event then you may need to consider whether roads need to be shut. You will have to talk to the local government authority and police to seek approval and assistance – this should be done at least three months prior to the event but the more notice your provide the better.
5. Hire a generator – outdoor events don’t tend to have easy access to electricity, which means that you will have to find power from other sources. Diesel generators are a great way to provide portable power to almost anything you need it for and you can tailor the size based on your needs.
6. Hire a lighting tower – events that go on late into the night will need to find light from somewhere and lighting towers are perfect for this. You can hire a few in order to create an even spread over high traffic areas or simply use them to make potential hazard areas safer.
7. Catering – where’s the food coming from? This is something you will seriously need to consider prior to the event. If you’re going to be serving alcohol then you will need to ensure that you have the correct licences in place.
8. Waste Management – people create a lot of rubbish and you need to have systems in place to deal with this. Make sure you have an ample amount of bins and that they are regularly emptied to prevent overflow and spread of further waste. Having toilets is essential so make sure that you have an appropriate system in place. There are many options here from single portable units to toilet specific trailers, make sure that you account for the number of people and size of the event.
9. Attractions – what’s the point of an event with no attractions? Make sure you get some acts, performances or other attraction in that will help to draw a crowd and keep people entertained. Always remember that it’s safer to have too many than too few, this will ensure people are entertained all night long.
10. Signage – stop being getting lost by ensuring that there are signs in place to direct people to various places in the event. Make sure that these signs are easy to see and won’t get ruined or broken by rain or heavy wind.