Hosting an event is a great way to thank your customers and supporters, promote your business and also build up your brand. While small-scale events may lend themselves more to an intimate indoor venue, large-scale events such as product or campaign launches can have even more impact when they’re held outdoors.
A well-planned outdoor event can create a sense of conviviality as well as lend weight to what you have to say or show, especially when you plan the design of the venue to show off the surrounding environment. Here are three considerations to take on board to ensure that your outdoor event runs smoothly from start to finish.
Find the Perfect Venue
Outdoor events can be used to great effect for a number of business scenarios: as a way of announcing a grand new product or service, as an adjunct to a conference, as a way of saying thank you to your employees and loyal clients, or as a way of introducing your business to potential new clients.
To have the maximum impact, you need a great venue, but to find one that’s ideal, you have to consider what will be needed. Will you need a place that’s easy to reach by transport, public or private, or will you be prioritizing somewhere with an outstanding backdrop? Will your outdoor venue still provide access to all the facilities those in attendance will need? Of course, cost considerations will also be important, so be sure to find the total costs involved before committing to a venue.
Consider the Weather
An outdoor business event is perfectly suited to summer or early autumn, but even at these times our weather can never be taken for granted. Having an accurate prediction of the weather to come will allow you to make any necessary amendments, ensuring that the event remains a success whether the sun shines or the rain pours.
Preparation is key and that’s why event planners and businesses of all kinds can benefit from the Weather API solutions using JSON Weather technology. They provide a vast range of accurate weather data, including real time information, 14-day forecasts, and historic weather details.
With all this and more, you’ll be able to predict the weather on the event day with more precision than you thought possible.
Have a Contingency Plan
The latest weather prediction technology can help you when it comes to that particular element, but there will still be a number of variables that could come into play. When planning the event, it’s important to consider all the things that could possibly change at the last minute, so it could be useful to have numbers for alternative caterers in the area, for example, or back up power generators and lighting.
You may never need these contingency plans, but having them in place can take a weight off your mind. With an accurate idea of what the weather will bring, a great venue and a well thought out contingency plan, you have all you need for a perfect outdoor business event.
Your budget will dictate what style and size of the event. Do your research online and also ask around for quotes from a few suppliers of venues, catering, and marketing. Your event will need professional artwork to show off your brand and your products. If your event includes a meal you may also need place names too. Plus you’ll need to market it online with branded images and content for your email and social media marketing.
A successful event can be one of the best marketing tools you have, as well as being a fun and memorable day for all involved. Of course, you may not quite be ready to host your own event especially if your business is a startup or small online business with a global audience so your step into hosting events may be either joint ventures with other businesses or just as an event participant with a stand.
As the saying goes: action speaks louder than words so just getting out there and representing your business with a face to face audience is a great starting point. Plus when you attend other events you’ll get to witness from the sidelines what’s required to host a professional outdoor event.