How To: Plan an Outdoor Event

Once the snow finally thaws, Cleveland’s glorious spring and summer months give event planners good reason for suggesting outdoor events. Thoughts of sunshine, blue skies, birds chirping and flowers in bloom are enough to persuade even those enamored of air conditioning to consider the outdoors.

Unfortunately, the pretty picture can just as quickly turn into disaster. Not wanting to put a damper on things, Rick Kish, production consultant/ sales for Hughie’s Audio-Visual & Staging, cautions that event planners must be prepared for anything when creating outdoor events.

“The weather in general is a consideration, but the winds in particular can affect screens and other aspects,” he says. And, unlike storms, high winds typically aren’t tracked and can creep up unexpectedly.

Even the sunniest day may require some adaptation of the original plan. Consider where the sun is located at different times of the day. “You can’t test the impact of where the sun will be when you’re doing setup for an event at noon, and it begins at 5:30,” Kish explains. Video screens may not be visible to the audience if the sun is beating down.

Because the weather in Northeast Ohio is so unpredictable, Kish recommends either having a backup location or the flexibility to reschedule. “If you’re having outdoor movies, for example, reschedule them for the next day or weekend. Be prepared to alter the final outcome. Allow for flexibility within your expectations”

When considering sites for the event, take a good look at the lay of the land. The load-in and load-out can be just as important to the overall success of the event as the event itself. Simple steps such as checking for overhead obstacles and creating a path for ease of equipment loading, unloading and setup from the truck could save time and money. “Look for a cemented area and a way to move the equipment that requires the least amount of carrying,” Kish says.

Site drainage is also a major consideration. Areas that fill up with rainwater could result in cancellations even when the sun is shining. “The bottom of hills are terrible,” he says. “The site could be underwater even if the day is beautiful because of rains that happened earlier in the week.”

As is the case with any event —indoors or out —doing your homework in advance is always best. Start planning two to three months before your event. Ask for references and any ideas that the professionals can bring to the table. Show pictures of what you’re after, providing the professionals with an idea of what you like and don’t like.

If technical equipment is required, Kish advises having someone stay at the site throughout the event. “Having a sound man onboard, even if you’re using only two speakers and a microphone, can save a lot of aggravation.”

The safest bet? Using a reputable audiovisual services company can ensure your event is in the hands of professionals trained to work in any environment. “No event is ever too small to call us,” Kish says.