10 Essential Tips for Organizing an Outdoor Event

The world of event planning has undergone a considerable evolution in recent years. With the growing need for innovation and creating memorable experiences, outdoor events have become a popular trend. However, planning an outdoor event can be a real challenge, especially if you want it to be a huge success. Here are 10 essential tips for organizing an outdoor event. 1. Defining Event Objectives and Format Before you start planning your event, it’s important to be clear about the objectives you want to achieve. Is it a training event, a member appreciation event, a fundraising event, or simply an aesthetic experience for your guests? The answer to this question will determine the format of the event: concept, schedule, duration, team roles, room design, food, sound, etc. Pro tip: Don’t limit yourself to traditional event formats. Consider outdoor conferences, themed breakfasts, online events, outdoor events. The important thing is that the format is conducive to achieving the event’s objective. 2. Planning and Organization Planning and organization are key aspects for the success of any event. In the case of #airelibre events, the logistics, content and promotion of the event must be taken into account. For this, you can use planning tools such as Google Docs, Asana, Trello, Podio, GanttPro, Teamweek, etc. Fun tip: Don’t underestimate the power of a good Excel sheet! This tool can be your best ally in planning your event. 3. Budget and contingency reserve Budgeting is a crucial aspect of event planning. You must take into account all the expenses involved in the organization of the event: space rental, catering, transportation, technical equipment, etc. In addition, it is advisable to have a reserve for unforeseen events. For example, if your event is outdoors and the weather decides not to cooperate, you must have a plan B and the necessary resources to implement it. Pro tip: It is always best to assume these situations in advance and prepare financially for them. 4. Attention to Detail Organizing an outdoor event gives you the opportunity to surprise attendees with unique details. From how registration is conducted, how participants are greeted, what music plays, if there is an interesting photo location, how presentations are decorated and how equipment is dressed. Fun tip: Don’t forget the selfies! An interesting photo spot can be a big draw for attendees and a great resource for promoting the event on social media. 5. Choosing the Venue and Planning Alternatives The choice of venue is a crucial aspect of a successful outdoor event. You must make sure that the chosen venue meets all the necessary requirements for your event: capacity, location, services, condition of the facilities, health and safety guidelines, etc. Pro tip: It is always better to have a plan B. Unforeseen events can happen and you should be prepared for them. 6. Distribution of Responsibilities A good organization implies a correct distribution of responsibilities among team members. Each person should be clear about his or her area of responsibility and what tasks should be performed. Fun tip: Make everyone feel important! A good way to motivate your team is to make them feel that their work is crucial to the success of the event. 7. Event Promotion Event promotion is an aspect that is often underestimated. However, it is crucial to ensure the attendance of guests. Depending on the type of event and the target audience, you will need to adapt your promotion strategy. Pro tip: Make sure you have a key message that is spread across all channels. This message should be concise and accurately communicate the purpose of the event to your audience. 8. Customer Service Customer service is a key aspect of organizing an event. Make sure your team is prepared to assist attendees and respond to their questions or problems. Fun tip: Smile is the best weapon! Make sure your team is always ready to help attendees with a smile on their face. 9. Final Check Before the Event Before the event, make sure everything is ready: the venue, the equipment, the printed material, the audio and video content, etc. Pro tip: Create checklists to make sure everything is ready on the day of the event. 10. Gathering Feedback from Attendees Finally, after the event, it is important to collect feedback from attendees. This information will help you improve the quality of your future events. Fun tip: Make your attendees feel heard! Ask for feedback and thank them for their participation in the event. Organizing an outdoor event can be a challenge, but with good planning and these tips, you can create an unforgettable experience for your attendees. Go ahead, the #nature awaits! Image Source: FreeImages

The world of events is constantly changing and in recent years we have seen how new technologies and social networks influence how they are planned, implemented and evaluated. This article examines the major trends that will mark the future of event organisation, based on information gathered from various sources and experts in the field. Co-creation and active involvement of participants 1.1. Social networks and opinion mechanisms The decision about an event’s format, its programme and other aspects will no longer be solely the organiser’s responsibility. Increasingly more important is the participants’ active involvement in the planning process. Social networks and other mechanisms make it possible to learn the opinions of people who will attend an event; formats can accordingly be better shaped to meet their expectations. 1.2. Coordination tools It is also vital to have coordination tools that facilitate communication between the organisers and the participants. Such tools can include surveys, talk forums, mobile applications and other platforms that allow users to express their opinions and suggestions. Integration of communication formats 2.1. Corporate communication plan Events only make sense when they do not become an end in themselves but rather form part of the corporate communication plan. That plan should include advertising, public relations and direct marketing actions so that the events become more visible and can last longer. 2.2. Use of integrated communication Proper use of integrated communication allows events to be complemented with other marketing and public relations actions, generating more impact and visibility for the brand or the organisers. Establishment of thematic focal points 3.1. Transmission of a message and reflection of values Events should transmit a message and reflect the values and personality of the entity that organises them. The staging and respective visual impact are highly important, because they are the elements that will make the first impression on participants. 3.2. Attention to detail Establishing a thematic focus means paying attention to all details, from choice of space to colours of the setting, textures used in the decor, music and catering, even the scents. In this regard, annual celebrations or new product launches can focus on various themes, such as the world of swing, the 1920s, the desert and the Thousand and One Nights, etc. Encouragement of the recreational component 4.1. Gamification Application of the concept of gamification to events is meant to overcome people’s passivity and ensure their involvement through games. Long PowerPoint presentations can cause audiences to lose interest, whereby it is important to include practical workshops, do-it-yourself activities, competitions and role-playing games to boost participants’ attention and motivation. 4.2. Creation of immersive experiences Another trend in encouragement of the recreational component is the creation of immersive experiences using technologies such as virtual and augmented reality. Such tools can be used to simulate environments and situations that allow participants to interact with the event in a more active and entertaining manner. Sustainability and environmental responsibility 5.1. Ephemeral architecture Many events require temporary architecture such as fair stands or stage decoration. Increasingly more companies are seeking to act responsibly and leave the smallest possible environmental footprint, with their interior designs including recycled, reusable and non-polluting materials. 5.2. Responsible waste management Besides using sustainable materials, it is important to implement responsible waste management at events. This can include less use of non-reusable plastics, promotion of recycling among participants and contracting of suppliers committed to sustainable practices. Less ostentation 6.1. Adjustment to the economic situation Major corporate events with impactful staging are giving way to another format that better fits the current economic crisis situation. In this context, companies cannot (nor do they want to) appear frivolous or appear to be wasting resources. The events they organise are accordingly more austere. 6.2. More intimate and personalised events This trend concerns the organisation of more intimate and personalised events where quality and the experience of participants have more priority than quantity and the deployment of resources. Hybridisation and virtual aspect 7.1. E-meetings and webinars In recent years we have witnessed increased use of e-meetings and webinars. Improved connections, videoconferences and video streaming enable the creation of virtual events, resulting in significantly lower costs (travel, lodging, space rental, etc), meaning events can also last longer. 7.2. Online networking spaces The design of 2.0 events includes setting up online paces to promote networking, active participation in different sessions and interaction with speakers. But an event’s strength is closely linked to its ability to become a meeting point that encourages personal interaction and interpersonal communication, whereby the tradition of physically attended activities is still deeply rooted. 7.3. Hybrid events One current trend is hybridisation, that is, the organisation of events that are in-person, though they also have an important virtual component. Such events enable combining the best of both worlds, offering participants the opportunity to take part either in person or through digital platforms. Use of new technologies 8.1. LED lighting, video-mapping and QR codes The ongoing development of new technologies has enabled sector professionals to organise more impactful events on a more agile and efficient basis. LED lighting, video-mapping, QR codes, apps and electronic visiting cards are just some of the novelties that have facilitated event organisation in recent years. 8.2. ROI assessment with technology The new technologies are also used to assess events’ return on investment (ROI). Tools such as participant monitoring systems, feedback applications and data analysis allow organisers to more accurately and efficiently measure the impact and success of their events. Personalisation and segmentation 9.1. Events adjusted to participant profiles Personalisation is a key trend in the future of event organisation. Organisers must be able to adjust their events to the profile of the participants, taking the respective tastes, preferences and interests into account. This means offering specific activities and content for different segments of the public, and designing personalised experiences that make each participant feel special and unique. 9.2. Use of technology for personalisation Technology plays a significant role in the personalisation and segmentation of events. For example, mobile applications can offer each participant