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Summertime is a great opportunity to consider outdoor venues for your next event. Planning for the great outdoors, however, can be twice as difficult as planning an indoor event. And sometimes more expensive.
When in the early planning stages for your ideal outdoor event, consider these preliminary tips:
- First, decide on the date and location. Outdoor venues can book up as early as a year or more in advance.
- Obtain a permit. Omitting this step could shut down your event at the most untimely moment.
- Consider logistics of the site. It’s best to determine the the site’s accessibility ahead of time. If your venue is a remote location, will it require long-distance load-in of equipment and crew?
- Conduct a pre-event onsite meeting. Gather all your suppliers and meet at the site to brainstorm and collect different perspectives about the location. This step will determine how the event will be laid out and where attendees will park.
- Review municipal and state ordinances. Look at noise restrictions, fire safety codes, or any local ordinances that would regulate outdoor events. Some ordinances may regulate festival seating or overselling tickets.
- Have a backup plan. Always have a backup shelter available in case of bad weather, power interruption or other outdoor issues. Consider a covered pavilion, renting a tent, or even placing a deposit on an indoor space nearby.