What to Consider When Planning an Outdoor Event

Celebrating under the open skies can make for a wonderful event, whether it's a corporate retreat, birthday bash, or wedding reception. After all, natural beauty and fresh air create an atmosphere that indoor venues simply can't match. 😌

However, planning outdoor events creates unique challenges. Beyond finding a pretty location, you’ll need to think about weather, catering, tech issues, and more. Even experienced planners sometimes overlook crucial outdoor-specific details.

But don't worry! Our outdoor event planning guide will help you learn the basics of how to plan an outdoor event. 

We'll cover the essentials to ensure your guests stay comfortable and your event runs smoothly regardless of weather conditions. We’ll even include a helpful outdoor event planning checklist template! Together, we’ll make sure your outdoor event is a resounding success.

Need help finding the perfect outdoor venue? Look no further than EventUp by Tripleseat—the #1 event, party, and wedding venue finder!

How to Plan an Outdoor Event: The Basics

Outdoor events present distinct challenges from indoor events. That’s why they require their own unique approach to planning.

Take the time to understand these challenges and thoroughly plan for the elements. This will help ensure your event runs smoothly, regardless of what Mother Nature might have in store!

💡 Read more: 6 Things to Look for in the Perfect Outdoor Venue

Sagamore South Beach | Miami, FL

Key Considerations when Planning an Outdoor Event

Whether you plan events for a living or are organizing your first outdoor gathering, ensure these items are on your list of what to consider when planning an outdoor event:

Create a backup plan

Weather is hands-down the most unpredictable part of any outdoor event. Having a backup plan is essential.

Research weather patterns for your date and location. While this won't guarantee perfect conditions, it’ll help you understand what you might face—whether that's summer heat in Phoenix, afternoon showers in Seattle, or humidity in Miami.

Include a covered option like a tent in your backup plan. You can even look for venues that have great hybrid indoor/outdoor options! You should also have appropriate climate control equipment, and a clear communication plan for guests if plans shift indoors. 

Lastly, make sure your vendor contracts include weather clauses for unexpected changes or cancellations.

💡 Check out: 10 Tips for Throwing an Outdoor Company Event

Keep guests comfortable

The comfort level of your guests directly impacts how long they stay and how much they enjoy your event. Consider these important comfort factors:

• Shade structures for sun protection
• Temperature control options appropriate for your climate
• Comfortable, adequate seating
• Sufficient restroom facilities
• Effective insect control (because no one wants wasps or flies ruining their special event!) 

The right outdoor venue might already include many of these amenities. Detailed venue profiles can help you identify which spaces offer built-in comfort features, potentially saving you significant rental costs (and effort). 

Plan food and drinks for outdoors

Outdoor food service needs special attention. 

Start by choosing foods that won't spoil in warm weather, such as fresh fruits and veggies, chips and dip, etc. Then, cover serving areas to protect food from sun, wind, and insects. 

Make sure you’re properly storing perishable items (like meat or dairy) and cold beverages. Set up water stations to keep guests hydrated, especially when it’s hot out. And don’t forget to secure lightweight items against unexpected breezes!

Many venues offer specialized outdoor catering packages designed to address these challenges. We recommend inquiring about these options when you’re searching for the perfect venue.

Pro tip: For summer events, schedule food service during cooler parts of the day (morning or evening) and offer cold treats and drinks throughout the event.

San Francisco Botanical Garden | San Francisco, CA

More Tips for Planning a Successful Outdoor Event

After covering the basics, these additional items will turn your outdoor event from good to great.

Plan for tech and power needs ⚡️

Don't let your music cut out mid-party! Outdoor technology needs careful planning. Make sure you have proper access to power for your event and that any equipment is protected from the elements. Also check WiFi availability and set up proper lighting. (Edison bulbs string lights make for the perfect atmosphere!)

If you’re not a techie, ask venues about their outdoor power options and if they've hosted similar setups before—they’ll likely know what you need. 

Get the right permits 📝

Outdoor events often require more permits than indoor ones. You may need noise permits, fire permits for grills, alcohol licenses, and health department approval for food.

Good news: many professional venues handle permits as part of their services, making your planning process easier!

Make your event accessible 🦽

Outdoor venues can present some accessibility challenges. Create an inclusive environment by considering:

• Ground surfaces and how easy they are to navigate
• Proximity to accessible transportation and parking options
• Restroom accessibility
• Clear pathways between event areas

💡 Pro tip: Use EventUp's accessibility filters to find venues designed for all your guests!

Create the right atmosphere 🌏

Outdoor spaces need thoughtful layout planning.

We recommend using natural features like views or gardens as focal points. Create clear paths between activity areas for easy navigation. Position speakers or bands away from conversation spaces to balance sound levels (no one likes shouting over the sound system to be heard).

Plus, it’s important to visit your outdoor venue at the planned event time to see exactly how sunlight affects the space. This helps you arrange seating and activities for photos and optimal comfort. 😊

The best part of outdoor events? Nature provides much of your decoration! That said, you can always enhance natural elements with weather-appropriate lighting and durable decorations.

Boston Public Library | Boston, MA

Your Essential Outdoor Event Planning Checklist

Here's a focused checklist covering the most important elements of outdoor event planning:

Planning Phase (3+ Months Before)

1. Book your venue (easily search for stunning outdoor venues on EventUp!)
2. Learn the regulations and research the required permits
3. Reach out to key vendors with outdoor experience for quotes

Preparation Phase (1-2 Months Before)

1. Conduct a site visit or tour at same time of day as your upcoming event
2. Confirm power sources and any technical requirements
3. Finalize a weather-appropriate menu
4. Make a backup plan in case the weather doesn’t cooperate

Final Details (2 Weeks Before)

1. Monitor the weather forecast leading up to your event day
2. Confirm your vendors are locked in and ready to go

Event Day

1. Arrive early for setup and equipment testing
2. Implement weather protection as needed
3. Check the accessibility of all event areas
4. Enjoy your perfectly planned outdoor event!

Feel free to copy-and-paste this outdoor event planning checklist template and customize it for your specific event needs!

Let EventUp by Tripleseat Help You Find the Perfect Outdoor Venue

Planning an outdoor event doesn't have to be overwhelming. EventUp's extensive marketplace of stunning outdoor venues makes finding the perfect space simple and stress-free!

Our detailed venue profiles highlight all the essential outdoor amenities: weather contingency options, power capabilities, catering services, and comfort features. Plus, our powerful filters help you quickly narrow your search based on location, capacity, budget, and outdoor-specific requirements.

Ready to start planning your perfect outdoor event? Explore EventUp's collection of exceptional outdoor venues today!