The sun is starting to poke through the clouds, so now’s the time to start thinking about your summer events. Nicky Brown, Director at Arctic Fox offers a guide…
After 2018’s long hot summer, more and more clients are looking to take their events outside and to explore ways in which they can make the most of the open space on their doorstep.
Planning and organising your summer event doesn’t need to be stressful – there are just a few things you need to think about to ensure you have all bases covered.
Expect the unexpected
We all know that the one thing you can’t organise is the weather… even in the height of the summer a true British downpour can threaten to disrupt even the best laid plans. Always make sure you have a back up plan and wet weather contingent just in case.. If you are booking a summer event at a venue ask what their rainy-day alternative is in case of rain (or even for when that sun is just too hot!). Being able to move from a garden or roof terrace into a semi-private area or fully undercover ensures you have an option up your sleeve!
Ensure your event kit has something for everyone
As the organiser all eyes are on you to provide for those attending and you can never be too well prepared. Don’t forget sunscreen, umbrellas, portable phone chargers, plus plenty of food, drink and water. Branded goody bags containing essentials are perfect for outdoor events and can contain snacks, water and even branded rain ponchos!
Packing essential such as a first aid kit, cleaning wipes and even bin bags can also be really useful if you are organising your event outside and not attached to a venue.
Keep it simple with your timetable
Don’t overcomplicate your day – if you are hosting outside and are looking at teambuilding, strip back the activities to make sure everyone gets involved and enjoys themselves. A rounders tournament or old fashioned sports day activities are the perfect way to get the whole team involved regardless of age or ability.
Don’t make it too formal
The beauty of being outside in the fresh air is that you have less restrictions so keep seating informal and breaks more fluid. Allow ample time for lunch and refreshment breaks – and picnic blankets and pop up gazebos for shade can also be a great way to ensure teams mix and socialise in a much more relaxed way.
Get creative with your food and drink
BBQs, street food and sharing food again help to keep your event more relaxed (and with minimal waste for you to take away and dispose of). Lunch boxes are also a great option and many catering companies can now help facilitate if you are planning on an action-packed day or have a treasure hunt around the city in mind. Ice cream van hire is also a great way of offering a different meeting break treat and keeping your guests cool if the weather is warm.
Ask the experts
Whether its health and safety, planning activities or finding the right location or venue for your outdoor event there are specialist companies who can help and book events daily. Outsourcing elements of your summer or outdoor event can help alleviate some of the stress of booking and ensure you have the best options at your fingertips when making the important decisions of what and where you plan your summer away day or party.