Hosting Outdoor Events

Hosting Outdoor Events

Summer is over, but that doesn’t mean that outdoor events are! Running an outdoor event in the fall is a great way to capture the beauty of the changing leaves and brisk breeze. But no matter what season you hold an outdoor event in, they can be tricky and challenging at times. You never know when Mother Nature is going to intervene! Weather can change at any minute. Having a backup plan to prepare for any scenario prevents any frantic running around in the case of inclement weather.


Tents or portable pavilions are a perfect way to provide shade and protection from the sun, but also act as shelter in the midst of rain. Create a layout of where everything will go under the tent, such as food, DJ, guests, etc. You want to make sure you have a big enough tent to fit all your guests and perishables. For those who don’t like party tents because of the shading and closed-off appearance they give, try out a clear top tent – They let the light in but not the rain!

Suppose you are booking a space for your event. You may need to ask permission first, get extra insurance with the venue or meet different safety standards. Always check the by-law of the city or area you are hosting your event in for their rules on portable structures and if you are complying with the rules.

To avoid the need to cancel an event due to weather, have a backup indoor venue that you can quickly direct guests to. 

Pest Control

You can’t prevent all bugs from entering your party, but there are a few things you can do to limit the number of unwanted visitors, such as:

  • The night before the event, hire a company to spray repellent around the area’s perimeter to repel mosquitoes and other biting bugs.
  • Incorporate citronella scented decor to help further repel insects. 
  • Leave mini bottles of bug spray around for guests to use at their leisure.
  • Use fans to keep the area ventilated and cool.
  • Use food covers to protect food that is sitting out. Be creative! These can also function as a decorative statement to your food display presentation.
  • Utilize the sidewalls on your tent. They can also be used in case of strong wind.
  • Set up fly traps and sugar water.

Being outdoors is a perk, but pests are not!

Outdoor Safe Decor

Keep in mind the decorations you use and the functionality they will have in any weather. In the case of high wind, you don’t want your decorations breaking or blowing away. Everything, including your decorations and tent, need to be safely secured. This should be number one during setup. To prevent injuries keep tripping hazards marked and visible. Keep a list of items that may be a hazard in the wind. Are they easy to take down or will not break if staked down? 

If rain hits, you are not going to have time to start gathering up decorations. It is helpful to use waterproof decorations or ones that won’t get damaged in the rain. Even without the rain, these items will be sitting out in the sun. Another helpful tip is to guarantee that they are sun-proof as well. If you spend money on decorations, you definitely will want to use them again. 

Outdoor events do have challenges, but they also have their advantages and perks! You are now prepared for anything Mother Nature throws at you.