When winter finally loosens its icy grip and warmer spring weather is just around the corner, it can be tempting to plan your next event outside. That’s especially the case if you’re planning a company event. There’s nothing like getting out of the office and enjoying the fresh air!
Unfortunately, hosting an event outside isn’t always as easy, affordable, or enjoyable as it seems. Although an outdoor event comes with benefits, it comes with many challenges too.
If you want to increase your chances of hosting a successful outdoor event this spring, make sure you follow these tips from a corporate catering company that has seen it all!
We don’t have to tell you to check on the weather as your event approaches. You already know that you should see if it’s going to rain, but what you probably don’t know is that you should visit the actual location before your big event to see what the weather is like.
For example, San Franciscans deal with a lot of wind on a regular basis, regardless of what the weather forecast says. Thanks to the temperature change from the ocean to the land, some areas of the city are windier than others. The spring can be an especially windy time in the Bay Area. That’s something you’ll want to know before you start setting up your event the day-of.
Visit your location a few days before during the same time you plan to host your event. If you can visit more than once, that’s even better. If you discover it’s windy in the afternoon, but not in the evening, you can plan accordingly. If you’re stuck with an afternoon event, it’s much better to know you can expect wind and plan ahead than it is to assume you’re in the clear because the weather forecast says so.
No bride would plan an outdoor wedding without a backup plan. You shouldn’t plan your corporate event without a backup plan either. You should always have a plan B in the back of your mind, should the weather choose not to cooperate.
The question is, exactly when should you decide to go with plan B over your original plans?
Although plenty of events have been pulled off with last-minute changes, it causes a lot of stress, and it can be very expensive. Instead, keep your eye on the weather and make any necessary changes three days before your event.
Planning three days ahead gives you more time to secure tent rentals and heated lamps, as well as more time to go over the final details with your corporate catering company. If you wait until the day before or the day of, you’ll be more likely to discover that there aren’t any tents left to rent, or that you have to pay more for last-minute service.
Tents can save your outdoor event. They can help keep the rain away, but if the wind is your main concern, a plain tent isn’t going to save your guests from getting wet, and it isn’t going to keep chairs and dishes from being blown away.
Choosing the right tent is important to the mood of your event, and it is important when it comes to dealing with the weather in your area. Choosing a tent with side panels is a good option, but you do have to have a plan in place for dealing with them.
Although billowy side panels can look romantic, they can whip inside the tent and knock things over. Instead, choose rigid walls or walls with small panels that are secured to the ground.
It’s also a good idea to avoid placing items right next to tent walls. That way, if the wall does whip up, it doesn’t take an entire table with it.
If you’re planning an outdoor event, you have to keep a close eye on your budget. Many people choose an outdoor event because it’s more affordable than an indoor one, but if you end up having to rent tents and heated lamps at the last minute, you may end up paying more than you would if you planned an indoor event.
Make sure you can afford extra rentals by pricing them ahead of time. If you can’t afford extras if it rains or it’s cold, then plan to have your event indoors instead. There are plenty of ways to give an indoor event an outdoor feel, if that springtime atmosphere is important to you.
A professional corporate catering company, like Left Coast Catering, can be a wonderful resource if you’re planning an outdoor event. Contact us today, and not only can we help you plan the perfect menu, we can also help you situate the tents, we can help you create a floor plan, and more!
