When you think of outdoor events, you probably picture a field full of flowers and sunshine. But what if you’re having an outdoor event in the dead of winter? That doesn’t mean it can’t be magical! With the right planning and some creativity, you’ll be able to throw the most charmingly elegant party ever—no matter what season it happens to be. Here’s how:
Start your planning early.
The first step to planning the most charming outdoor event ever is to start your planning early. It’s important to know what your budget is and how much time you have before the big day, so that you can plan accordingly. The weather also plays a huge role in whether or not your party will be successful, so keeping an eye on forecasts can help ensure there aren’t any surprises when it comes time for guests to arrive at their destination.
Have a vision in mind.
It’s important to have a vision in mind for your event. The first step is choosing a theme, which will help you decide on all of the details–from the color palette to the overall look and feel of your space. Think about what you want your guests to see when they arrive at your party. Do you want them to feel like they’re stepping into an enchanted forest? Or perhaps an enchanted garden where everyone is free from stress? You can also choose an overall mood for each room: Are we going for elegant or relaxed? Romantic or fun? Think about what kind of message this sends out about how we want our guests to behave at our party (i.e., not too wild).
Once we’ve decided on these elements, it becomes easier to plan our event because we have some direction now!
Choose an event venue that’s close to home.
Choosing an event venue that’s close to home is key. It will save you time, money and stress. Plus, it’ll be easier to get all your friends and family together in one place if they’re not traveling very far!
How do you decide which venue is best for you? First of all, think about how many people are going to be attending the party. If there aren’t many guests coming over (like less than 50), then it might be better just having everyone over at your house instead of renting out a space somewhere else. But if there are going to be more than 100 guests…then renting out someplace new could make sense! You’ll want something spacious enough so everyone has room during cocktail hour before dinner begins–and there’s plenty left over afterward when everyone wants some private time together after eating such delicious food!
After deciding what kind of event space would work best based off these criteria above; now comes our favorite part: finding out about pricing options available within those categories so we can plan ahead financially without breaking budgets unnecessarily.”
Plan for rain (and sun).
With the right weather plan, you don’t have to worry about rain. If it’s going to be a rainy day, make sure you have a tent or canopy ready for guests who want to stay under cover. If there is an indoor space at your venue that can be used as an alternative if needed, make sure they know about it so they don’t get caught off guard by sudden bad weather.
Make sure all of this information is communicated clearly with guests before the event so no one shows up unprepared for what may come!
Make sure there are restrooms on-site.
You’ll want to make sure there are portable toilets on-site. This is especially important if it’s a long event and people will be drinking alcohol, which can cause them to need to go more often. You should also have hand washing stations with soap and paper towels available. Make sure the site is accessible for people with disabilities, so that they can enjoy themselves too! It’s also good practice if you have trees or other obstacles blocking the view of your restrooms from where your event takes place at all times during your party – nobody wants someone peeing behind their car while they’re trying enjoy themselves!
Be mindful of the neighborhood.
When planning an outdoor event, it’s important to be mindful of the neighborhood. Pick a venue that is in a safe and friendly area. A good rule of thumb is to check out your chosen location before you select it as your event venue.
Be aware of local laws, ordinances and regulations so you don’t run afoul of them during the planning process or on the day itself. You can usually find these things online or by talking with neighbors who live nearby (and who might be able to share their experience). The last thing anyone wants is for their perfect outdoor wedding reception turn into an ugly legal battle because someone was unaware of an obscure law about public nudity in parks!
Check with authorities regarding noise levels and traffic concerns before booking any venue–even if they seem like small issues now could turn into major problems later down the road if left unchecked!
Build a dream team.
Once you’ve decided to host an outdoor event, the next step is to find the right team of people.
- Choose people who are good at different things. Even if you’re planning an intimate gathering with close friends and family, it’s important to make sure that each member of your dream team has a specific role in mind–and knows how they can help make your vision come true. For example, if one friend is great at line-dancing but terrible at making coffee drinks (and another friend excels at coffee drinks but has no rhythm), then those two should probably not be on the same team!
- Make sure everyone knows their role and responsibilities. Once again: communication is key when working with others on any project–especially one as big as an outdoor party! It’s also important for everyone involved to know what part of this project falls under their purview so there aren’t any surprises later down the line when someone asks “What did we agree upon?” Because trust me: those kinds of questions don’t lead anywhere good…
Decide on the general theme or look for the event and work from there.
Once you’ve decided on the general theme or look for your event, it’s time to start thinking about how to incorporate that into every aspect of your party. You can choose a single color palette and embellish everything in that hue (think: red roses), or go with an entire color scheme based around an object or pattern (like polka dots).
You could also try choosing an era and incorporating elements from that period into the decorating process–this will help bring together all aspects of your outdoor gathering without being too obvious about it!
An outdoor event can be magical, but it takes careful planning
An outdoor event can be magical, but it takes careful planning. Here are some ways to make sure your outdoor gathering is the best one ever:
- Choose an event venue that’s close to home. If you live in a city and want to host an outdoor event, think about hosting it at a nearby park or community space. This will help keep costs down (and transportation) by allowing attendees easy access from their homes or offices.
- Plan for rain (and sun). Nobody wants their party ruined by inclement weather–but if you’re hosting an outdoor party, that may happen anyway! Make sure there are portable restrooms on-site so guests don’t have far distances between themselves and facilities if they need them during the party itself; also consider buying some cheap plastic ponchos (or umbrellas) just in case showers come through unexpectedly during cocktail hour or dinner service time later on in evening festivities as well!
- Be mindful of neighbors who may be affected by noise levels coming from your celebration: You certainly don’t want anyone calling police because they think something illegal is going down!
We hope you’ve found this guide to planning an outdoor event helpful. Whether your vision is for a simple backyard barbecue or a lavish gala, the tips we’ve outlined above will allow you to create an event that’s bound to impress. As always, remember that planning ahead is key–so start now!