It’s no wonder the interest of Aussies in outdoor events peaks in the summer season. The thoughts of enjoying the outdoor events, for instance, festivals, racing events, picnics, as well as sporting events, bring a chubby smile to everyone’s face. These thoughts definitely appeal to the senses of those who love to participate in such events, and the fascination of grilled food with chilled fizzy drinks takes their fancy.
Where there is going to be lots of fun for the participants of the outdoor events, businesses take such occasions as opportunities for their brand promotion. As an event organizer, there are certain aspects you have to take care of to make the outdoor event successful.
Event Management At Its Best
As an event manager or organizer, you’re not only supposed to plan and organize the business, social, and promotional events, but it’s also your responsibility to ensure that your target audience is well engaged and the message of the event is promoted adequately. Below are some things you have to do to ensure the success of the brand or organization you’re promoting.
1. Start Planning Early
If everything is done right with good planning, the execution of the plan can never go wrong. Outdoor events allow you to have fun and be creative, but there can be various aspects that can make event management a difficult job for you if you don’t outline them beforehand.
Here are a few things to keep in mind before the big day arrives:
- Choose the venue for your event. Before choosing the venue, you need to obtain permission from your city council, or else your event may get canceled or shut down. Check with the council if they would allow you to hold the type of event you intend to organize. For instance, if you’re living in Sydney, you can host a festival, wedding ceremony, or sporting event, but they may not allow a circus involving the use of live animals. Also, you have to pay at least $100 as an application fee to host any event.
- If you’re going to host a music festival, check the sound system beforehand. On top of that, check with your city council to know the safety codes as well as noise ordinances.
- Get quotes from vendors and shortlist the most suitable ones for you. Contact them to inquire about their plan to set up the food, power, proper sanitation, sound support, lighting, etc. at least 10 to 15 days before the event.
- Guests are always your top priority. So you need to try your best to offer them comfort while attending the event. For instance, if the weather is hotter than you were expecting, you must have arranged some cooler places for them to escape the heat. Fans and portable air conditioning systems, mist machines, drinking water, and clean venues can be great ideas to help them escape the heat.
- Consider offering a pick and drop facility to the guests if the budget allows you.
- If the venue is closer to water, you must call the pest control technician to spray the area for mosquitos and other pests before the event.
- Your work is not over even after the event is over because you have to clean the mess that was created at the venue. Have your plan ready for your staff to clean the entire area.
2. Do A Pre-event Survey To Get Your Guests Engaged
This is an incredible way to engage your guests and keep them on their toes. Ask them their opinion about the event you’re going to host, along with the brand you’re promoting. Also, get to know their food preferences, transportation, preferred social media platforms, and so on. Not only will it keep the guests excited to have more information, but they will certainly spread the word about your event. In other words, with the help of a survey questionnaire, you’ll be marketing your brand even before the event is held.
3. Make Use Of Inflatable Start And Finish Arch
If you’re specifically organizing a cycling competition, motor racing, or marathon, set up an inflatable arch at the starting point and finish line. Inflatable arches are designed to display the business name and logo to market the brand sponsoring such events. Hence, they’re a great way to grab the attention of your participants. Also, expect your brand to be promoted through social media when the photos they take with your inflatable arch are shared by the participants on their Facebook or Instagram pages.
4. Create a Fun Atmosphere
Advise your staff to greet the guests with a smile on their faces. Avoid recruiting those who would tend to look very serious while the event is on. Smile and have a chitchat with the people attending your party because this is not the place to stay serious. Ask your staff to stand in front of the table while talking to guests instead of standing behind it as this will make them look energetic.
5. Show Off Your Brand With Decorations Of The Event
Use the gorgeously designed flags, banners, table covers, and floor graphics that have your logo and brand name printed on them. It will spruce up your space while offering more and better exposure to the brand you’re marketing.
Final Thoughts
Even if you have everything set to make the event happen, things can still go wrong for any reason. So always have a ‘plan B’ ready. For example, you need to have a plan to beat the bad weather condition. Apart from that, train your staff to communicate with each other effectively to avoid any misunderstanding. They must know whom to report to if anything goes wrong during the event. If you have taken care of all these aspects, you’re going to deliver an amazing outdoor event for sure. Enjoy the party!
