Outdoor events in the summer are more relevant than ever. Urban and natural parks, waterfront areas, open arenas, and stadiums are perfect for accommodating a large number of people, allowing them to enjoy the fresh air and delighting them with their beauty.
We will tell you how to choose an open-air venue for your event that matches its goals and objectives. We will also share what to pay special attention to so that an outdoor event runs as comfortably as possible. In addition, you will learn about the world's most unusual open-air venues.
What is important to consider when preparing for an event at an open-air venue? Tips from event specialists
Choosing the location for an event must be approached as seriously and responsibly as possible. It is also important to understand that most such natural venues are a blank canvas, and you will have to invest considerable funds to provide the event with everything it needs, including electricity and water. In particular, when selecting an open-air event venue, it is important to consider the following points:
1. Permission to hold the event.
Any venue belongs to state or private property, so its use as the location for your event must be agreed upon. Moreover, if the site is a public place, you must obtain permits not only from local authorities but also from the Ministry of Emergency Situations and the police. When organizing large-scale mass events, the approval process can drag on, so it is better to entrust this to professionals.
2. Venue capacity and number of event participants.
This point is relevant not only for indoor venues but also for outdoor ones. It is bad when a venue is overcrowded, but an empty space is no better. Therefore, the more precise the range of guest numbers, the easier it will be for specialists to plan. The size of an open-air venue also depends on the format and goals of the event; it is important to take into account the type of furniture used, activity zones, the stage and technical equipment.
So, for example, team building and a concert for the same number of people will require different amounts of space. A concert requires a fairly large area for the stage and professional equipment, and at the same time enough free space in front of the stage with or without guest seating. For team building, a large open area is important for setting up various animation zones, a space for team-building exercises, and, for example, a place for tents and catering.
3. Venue layout.
For comfortable placement of guests on the territory and visualization of the locations of interactive zones, it is necessary to draw up a venue layout and make a panorama. To do this, specialists travel to the future event location in advance and take the necessary photos and measurements. Sometimes Google Maps can help with this, but in any case everything must be double-checked in person.
4. Location and parking.
If the venue is located outside the city, you should take care of a transfer for guests. Also provide a route map for those planning to get there on their own. If passes are required to enter the venue territory, they also need to be arranged in advance. Parking must correspond to the required number of guests and be fenced off.
5.Technical equipment and electricity.
The special feature of open-air venues and at the same time their drawback is that most often they are a blank sheet. Here it is important to provide for absolutely everything. You need to check not only the number of power access points but also their capacity. At the same time, everything must be marked on the venue layout. Keep in mind that a large amount of equipment requires high power. And to avoid overloading the grid, you must compile lists of all equipment used.
It is also important to calculate the distance from sockets to electrical appliances so that the cable or extension cord is long enough. Here you should also think about guest safety: either place cable routes away from people or cover them with special cover strips called 'Kaps'. At open-air venues, electricity is used from nearby buildings, transformer substations or poles. However, all these options require additional approval from the owners or regulatory authorities. Moreover, their capacity may not be enough for the event's purposes. Therefore, various power generators remain the priority.
6. Safety.
Both fire and operational safety are important, as well as treating the territory against ticks. You should also pay attention to the landscape so that the venue has no holes, rebar sticking out of the ground, thickets, poisonous plants, dry branches and grass, or garbage. If the territory is not fenced, special barriers must be provided. In nature, signal tape can serve as such a barrier.
7. Furniture.
The type and quantity of furniture depends on the event format and number of people. For example, for a buffet in nature, small snack tables and a small number of chairs or benches for those who want to rest are sufficient. For corporate outdoor recreation with a concert program, it would be appropriate to place bean bag chairs or blankets in front of the stage. As a rule, outdoor recreation does not require too much furniture. And all the furniture needed for the entertainment zones and the program should be calculated and delivered along with the equipment.
8. Navigational signs.
To help guests navigate the venue freely, it is worth preparing signs and a site plan. For convenience, you can prepare small individual maps of the area indicating all zones.
9. Portable toilets with sinks and smoking areas.
The venue must have either permanent or portable toilets. Their number will depend on the number of guests at the event. It is also important to ensure there are washbasins. You need to think in advance about where to get water – either bring it with you, or, if available, use the local water supply. Do not forget about smoking areas; if there are none, they must be arranged.
10. Shelter in case of rain.
As a rule, preparation for any event takes several weeks, or even months. Therefore, it is simply impossible to predict what the weather will be like on the day of the event. And even if weather forecasters promise a clear sky, you still should not trust them one hundred percent. It is better to provide shelter for rain in advance; this could be permanent covered gazebos or special tents.
Unique events at open-air venues around the world
Flower Festival in Singapore (Singapore Garden Festival)
In late July, Singapore's Gardens By The Bay park hosts an annual flower festival dedicated to landscape design. Guests immerse themselves in an unforgettable world of gardens, where designers and florists from around the world present their blooming creations. An incredible open-air show programme is staged here.
Coachella Music Festival (USA)
In the heart of California (USA) lies the Empire Polo Club. This venue is famous for its Coachella music festival. The picturesque Coachella Valley is located in the Colorado Desert and is a wonderful venue for large-scale events. It has everything needed for any successful mass event: an incredibly large area, beautiful views and an unforgettable atmosphere. That is why one of the world's largest music and arts festivals, bearing the same name, Coachella, is held here.
Geek Picnic Festival of Science, Technology and Art
Europe's largest open-air festival, Geek Picnic, is held annually in several Russian cities. This year, the festival of science, technology and art will take place in the park on Vorobyovy Gory in Moscow, in Primorsky Victory Park in St Petersburg, and on the embankment of the Olimp Sports Centre in Krasnodar. The organisers promise heated debates about immortality technologies, a space zone and a drone show, while international experts in technology and science will be the festival's headliners. In addition, guests will be able to visit a 200-metre game zone.
A stage shaped like an artificial hill at a rapper's concert
In April 2019, on Catholic Easter, American rapper Kanye West organised the Sunday Service music project at the Coachella music festival (USA). Especially for the artist, a week before the performance, the organisers built an unusual stage in the form of a huge artificial hill. It became the highest point at the festival - the rapper, an orchestra, a choir and other invited musician friends who performed tracks together with West were located on it.
Night of Light in Gatchina
In mid-August, St Petersburg's Gatchina Palace Park will host the annual Night of Light international light art festival. The project is a competition of video mapping and light installations, international and St Petersburg art projects, and multimedia and fire-pyrotechnic shows.
This year's festival theme is water. The water element has many different states and qualities. Water is philosophy and emotions, tranquillity and aggression, love and hate, ebb and flow… Gatchina Park and its White Lake are the best place for creative experiments with water, because thousands of festival guests visit the shore of this lake every year.
The specialists at Aventura have extensive experience in organising outdoor events and are always ready to find a suitable venue for your event. We keep up with industry developments and take into account every detail and nuance when organising each event.
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