Planning an Outdoor event

Planning an event can be very time consuming and stressful but planning an outdoor event can be even more stressful just because you can not control the weather. Weather is one this that I always worry about, even if we are just going on vacation. Depending on your event, it might not matter if it is cloudy or sunny, but rain or snow can completely destroy an event. 


The biggest tip is : HAVE A BACK-UP PLAN for your outdoor event!


It doesn't matter if it the back-up plan is to have it across town, but just make sure you have some idea on what you will do if it rains or the weather is just not optimal! If you are planning a picnic, the best option is to rent the covered area or rent tents anyways. What if it is too hot? Tents are a great option and any outdoor event should have one!


So enough with the negatives let get to the tips to make your outdoor event AMAZING!


If your event is going to be at night use white Christmas lights to hang throughout your venue. This creates a romantic/party scene if that is what you are going for. Another idea is to put tea lights on each table and create a "dinner by candle light" look. Lights make any event look like like you want to have a good time and you didn't just through the event together!

Plan a themed outdoor event! It will make your guests talk all night if you can decorate your heart out! Try something different than the Mexican Festa or Hawaiian Luau. Pool parties are not just for kids, have a pool party for your event and put palm trees, umbrellas and bright colors all around. Have it go into the night and put lights in your pool to spice it up a little!

Be creative for your outdoor event and just remember to have a back up plan or even have another date that your guests no about to reschedule. 

I found this great video that has a bunch of really neat decorating idea.. Check it out!

Promote your event well in advance!

This is my first blog post and I am excited to get started! My blog is going to be about event planning and tips to make your events better and to make them run smooth. I plan on posting different unique events around the United States that demonstrated excellent event planning. 

Check out my Twitter page @K_Buchholtz  for event planning tips of the day and cool events that are going on. 

My first tip: Promote your event well in advance!

I found an article that lays out 15 different promotion tips when planning an event. Check it out!

1. You need at least 2 weeks to advertise

2. Contact local stations, websites, and newspapers

3. Always include college media in your advertising campaign

4. Do not solely use Facebook or other Social networks

5. Advertise where your audience is

6. Tell people about the show in person

7. Band and performer selection is crucial

8. Check your ego at the door

9. Ramming your head into a concrete wall because of frustrations is NOT recommended

10. Tell people when the event starts (Duh?)

11. Event should not be more than 3 hours

12. Make sure you and the venue know who is doing what, when, why and how

13. Be helpful, be polite, and get out of the way

14. Something WILL go wrong

15. Don't assume people are coming

I know that some of these will depend on your type of event, but listen to these tips and you will be sure to run a successful event.


Even though I am writing this blog for my Digital Advertising class and this list says not to solely use social network sites to promote, I believe that is completely true. You do not want to base your advertising on Facebook, Twitter or MySpace because some people do not regularly use them and you will be missing out that whole group of people that could potently come to your event.

With having some experience in planning events, there were DEFINITELY times when I wanted to ram my head into a concrete wall, but I kept my cool and worked through the problem be something WILL go wrong. There is a rare time when there is not a problem that arises at an event whether it is the weather, cancellation, no-show performers, or even worse no one comes to the event. 

My biggest thing is DO NOT expect you are going to attract a crowd for your event without promotion. Promotion to me is everything! Do you want your event to look like this ??               

 

I DON'T THINK SO!!!