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 venue for your event that meets the goals and objectives of the occasion. We will also advise on what to pay special attention to in order for the outdoor event to go as comfortably as possible. In addition, you will learn about the most unusual outdoor venues in the world.
What is important to consider when preparing for an event in an open space? Tips from event specialists
Choosing a venue for an event should be approached with maximum seriousness and responsibility. It is also important to understand that most of these natural venues are like a blank canvas, and it will take a considerable amount of resources to provide everything necessary for the event, including electricity and water. In particular, when selecting an open event venue, it is important to consider the following points:
1. Permission to hold the event.
Any venue belongs to state or private ownership, so it is necessary to coordinate its use as a location for your event. Moreover, if the facility is a public place, it is also necessary to obtain permission not only from local authorities but also from the Emergencies Ministry and police. When organizing large-scale mass events, the coordination process can be prolonged, so it is better to entrust this matter to professionals.
2. Venue capacity and number of event participants.
This aspect is relevant not only for indoor venues but also for outdoor ones. It is not ideal when the venue is overcrowded, but having empty space is also not desirable. Therefore, the more accurate the guest count range, the easier it will be for specialists to plan. The size of an outdoor venue depends on the event format and goals, taking into account the type of furniture used, activity zones, stage, and technical equipment. technical equipment.
For example, teambuilding and for a concert, a different amount of space will be needed for the same number of people. A concert requires a fairly large area for the stage and professional equipment, as well as enough open space in front of the stage with seating or without it. For team building, a large open area for organizing various activity zones, space for team building activities, as well as areas for tents and catering are important.
3. Venue layout.
To ensure guests' comfortable accommodation on the premises and visualize the layout of interactive zones, it is necessary to create a venue layout plan and panorama. Specialists visit the future event location in advance to take necessary photos and measurements. Sometimes Google Maps can be helpful, but everything should be double-checked personally in any case.
4. Location and parking facilities.
If the venue is located outside the city, it is important to arrange transportation for guests. Also, a route map should be provided for those planning to travel independently. If passes are required to enter the venue, they should also be arranged in advance. The parking should accommodate the required number of guests and be fenced off.
5.Technical equipment and electricity.
The peculiarity of outdoor venues is that they are often a blank canvas. It is important to plan for everything in detail. It is necessary to check not only the number of power outlets but also their capacity. All this information should be marked on the venue layout plan. It should be noted that a large amount of equipment requires high power capacity. To avoid overloading the network, it is essential to list all the equipment being used.
It is also important to calculate the distance from power outlets to electrical appliances to ensure that cables or extension cords are long enough. Safety of guests should also be considered: either place cable runs away from people or cover them with special caps. Outdoor venues use electricity from nearby buildings, transformer substations, or poles. However, all these options require additional coordination with owners or regulatory authorities. Their capacity may not be sufficient for the event's needs; therefore, various power generators remain a priority.
6. Безопасность.
Fire safety, operational safety, and tick control are important considerations as well. Attention should also be paid to the terrain's landscape to ensure there are no pits, protruding reinforcement from the ground, thickets, poisonous plants, dry branches and grass, or litter on the premises. If the area is not fenced off, special barriers should be provided; in nature, signal tape can serve as such a barrier.
7. Furniture.
The type and quantity of furniture depend on the format of the event and the number of people. For example, for an outdoor buffet, it is sufficient to have tables for snacks and a small number of chairs or benches for those who want to relax. For corporate events with a concert program outdoors, корпоративного отдыха с концертной программой на природеTo ensure that guests can easily navigate the venue, it is advisable to prepare signs and a site plan. For convenience, it may be helpful to prepare small individual maps of the area with all zones marked.
8. Navigation signs.
The venue must have either permanent or portable toilets. The quantity will depend on the number of guests at the event. It is also important to ensure the availability of washbasins. Advance consideration should be given to water sources - either bringing it along or using local water supply if available. Smoking areas should not be overlooked; if they are not available, they need to be organized.
9. Bio-toilets with sinks and designated smoking areas.
Typically, preparation for any event takes several weeks, if not months. Therefore, it is simply impossible to predict the weather on the day of the event. Even if meteorologists promise clear skies, it is still not advisable to trust them completely. It is better to plan ahead for shelter in case of rain; this could be permanent covered gazebos or special tents.
10. Shelter in case of rain.
Как правило подготовка к любому мероприятию длится несколько недель, а то и месяцев. Поэтому предугадать какой будет погода в день события, просто невозможно. И даже если синоптики обещают ясное небо, то доверять им на все сто процентов все-таки не стоит. Лучше заранее предусмотреть укрытие на случай дождя, это могут быть стационарные крытые беседки или специальные шатры.
Unique events in open spaces around the world
Flower Festival in Singapore (Singapore Garden Festival)
In late July, the annual flower festival dedicated to landscape design is held in the Singapore park "Gardens By The Bay". Event guests immerse themselves in an unforgettable world of gardens, where designers and florists from around the world present their blooming creations. An incredible outdoor show program is held here.
Coachella Music Festival (USA)
In the heart of California (USA) is the Empire Polo Club. This place became famous for its music festival Coachella. The picturesque Coachella Valley, located in the Colorado Desert, is a wonderful venue for hosting large-scale events. It has everything necessary for any successful mass event: an incredibly large area, beautiful views, and an unforgettable atmosphere. That's why one of the world's largest music and arts festivals with the same name "Coachella" is held here.
Geek Picnic Science, Technology, and Art Festival
The largest open-air European festival Geek Picnic is held annually in several cities of Russia. This year, the festival of science, technology, and art will take place in Vorobyovy Gory Park in Moscow, in Primorsky Victory Park in St. Petersburg, and on the embankment of DS "Olymp" in Krasnodar. Organizers promise heated debates on immortality technologies, a space zone, drone shows, and international experts in the field of technology and science will be the heroes of the festival. In addition, guests will be able to visit a 200-meter game zone.
A stage in the form of an artificial hill at a rapper's concert
In April 2019, on Catholic Easter, American rapper Kanye West organized a musical project Sunday Service at the Coachella music festival (USA). A week before the performance, organizers built an unusual stage specifically for the artist, representing a huge artificial hill. It became the highest point at the festival - where the rapper, orchestra, choir, and other invited musician friends who performed tracks with West were located.
Night of Light in Gatchina
In mid-August in St. Petersburg at Gatchina Palace Park will be held an annual international festival of light art "Night of Light". The project includes a video mapping and light installations competition, international and local art projects from St. Petersburg as well as multimedia and firework shows.
This year's theme for the festival is water - its various states and qualities. Water embodies philosophy and emotions - tranquility and aggression; love and hate; ebb and flow... Gatchina Park and its White Lake are perfect places for creative experiments with water since thousands of festival guests annually visit this lake shore.
Specialists from "Aventura" agency have extensive experience in organizing outdoor events and are always ready to select a suitable venue for your event. We keep track of industry developments and take into account all the intricacies in organizing each event.
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