Don’t put unnecessary financial strain on yourself. Start by identifying potential sources of funding to give yourself a realistic expectation of what your budget will be. Outline the scope and scale of your event, including the anticipated number of guests, facilities required, and any entertainment you’ll be providing. When hiring vendors, ask them to submit detailed proposals so you know exactly what you’re getting.

Make sure your event will work in an outdoor setting – and if it will, find a great outdoor event venue. If permits are needed, make sure you get those. Use an event diagramming solution to map out the event.  Custom printed tents decorated to fit your event theme can make a difference between a boring event and a beautiful one.

If your event includes digital elements or music, you’ll need audio/visual equipment including digital displays. You’ll likely need a lot of power to put on your outdoor event with industrial cable connections to power which can be hazards for event guests, so keep electrical equipment covered from rain, well-secured, and taped down in areas guests will be walking. Use onsite communication tools such as radios to keep staff connected.

Create an event schedule and list of important contacts that you can distribute to all staff and vendors. Put together an emergency plan in case a vendor backs out at the last minute or event staff is unable to make it. Make sure you plan ahead for security including crowd control, emergency response, and dealing with unruly guests. 

Keep the climate in mind and make sure there’s adequate heating or cooling. Provide seating, lighting, and shade. Make sure you have enough bathrooms with clear signage directing attendees there and provide sanitation stations. Establish clearly marked first aid stations. Plan for trash removal throughout the event.

Provide accommodations for attendees with disabilities, such as handicap parking, ramps, designated seating, and walkways cleared of hazards. Auxiliary aids like materials written in large print are essential. Designate quiet areas where they can take a break from the sensory stimulation if needed.

Who is going to take care of what aspects of the event? Who will set up tents and seating? Who will make sure all technology is powered and working correctly? Make sure you have a plan ahead of time so you’re not scrambling the day of. And just as importantly, make sure you have enough staff to help with breaking everything down.

Organize things such as live music, games, photo booths, even hands-on workshops to keep your guests engaged and having fun! Make sure your activities and entertainment are diverse enough to entertain a variety of guests and leave a lasting impression on them long after the event is over.

Think of what can go wrong and plan for what you’ll do if that happens. What will you do if there’s bad or extreme weather the day of your event? Will you need special equipment such as extra tents, or will you need to postpone?

Your event will only be a success if people know about it. Create a strategy for how you’re going to get the word out by defining your target audience, creating an event brand, and utilize social media and a dedicated website or landing page with comprehensive information about your event. Email marketing is another great way to reach your audience!