Outside Corporate Event Checklist

Corporate events don’t have to be boring. No matter if you’re planning a corporate event to communicate company strategy, change internal company behavior, launch a product or service, motivate, train, or reward staff, or influence the external behavior of customers towards your brand, you want to make sure that you’re doing everything you can to ensure that your event goes smoothly. Hosting a corporate event outdoors presents a new set of considerations and challenges. So follow this checklist for throwing an outdoor corporate event. 

 

 

Choose the Right Location

Whenever you have an event, location is always important. You will need a venue that looks good, has ample parking, has high enough capacity limits and low enough minimums, has contract flexibility, and has other services and amenities for guests to use. When planning an outdoor corporate event, you’ll want to also ensure that your venue can accommodate a large enough tent to shelter your event from the elements.  

 

Rent a Generator

Access to power should be one of your top priorities. Power access is usually limited outdoors, and when it is available, it’s usually insufficient to power a stage with sound production, video projection, stage lighting, etc. To power all those important systems, you will need to rent a powerful generator that is quiet. Your production company should be able to calculate how much power you will need at the event.

 

Ensure Access to Water

Another important thing you’ll need to consider for a corporate event is access to clean drinking water. Virtually every guest will want water at some point, and if they are unable to access it, it can cause problems for your event. People can become dehydrated, leave your event early in search of water, etc. So be sure to plan how you will make water available to guests.

 

Accessibility

How will you make your corporate event accessible? Since the event is outdoors, it can be a little more difficult to modify areas of your venue to accommodate handicapped personnel. But, the Disabilities Discrimination Act and Equality Act both require hosts make “reasonable adjustments” ad avoid discrimination. You can make your outdoor corporate event more accessible by doing things like:

• Having clear pathways
• Having clear and regular signage in a sans-serif font
• Having handicap-accessible parking spaces
• Hiring well-trained staff who wear identifiable uniforms

 

Have the Right Equipment 

Hosting an outdoor corporate event requires a lot of equipment. Even small-scale corporate events will need things like tables, chairs, lighting, décor, and catering equipment. You want to make sure that you’re renting equipment from a reputable event rental company. A reputable event rental company will have everything you need to host a successful event, emphasize open and regular communication, and work with you every step of the way.

 

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