What You Need to Organize an Outdoor Business Event

As the world emerges from the pandemic and businesses adapt to the new normal, outdoor events have gained considerable popularity. Among them, outdoor business conventions offer a refreshing and engaging alternative to traditional indoor conferences.

These open-air gatherings allow professionals from various industries to connect, collaborate, and explore innovative ideas amidst nature’s backdrop. If you’re considering organizing an outdoor business convention, this article will guide you through the essential elements and key considerations to make your event successful.

Organizing an outdoor business event requires meticulous planning and a thoughtful approach to ensure a seamless experience for participants. First and foremost, choosing the right venue is crucial. Look for picturesque outdoor locations with ample space to accommodate attendees comfortably while maintaining the necessary social distancing measures.

Additionally, consider factors such as accessibility, facilities, and amenities that align with the requirements of your convention. Moreover, understanding the needs and preferences of your target audience is vital to curate a program that combines insightful content, interactive sessions, and networking opportunities, all tailored to their professional interests.

By addressing these fundamental aspects, you can create an unforgettable outdoor business convention that fosters valuable connections and leaves a lasting impression on participants. Let’s take a look at some of the specific factors you’ll need to consider.

Lawn Maintenance

There’s nothing like walking on a beautiful lawn. Whether it’s in front of a park or a commercial property, well-kept green grass says a lot about the person who owns the property. According to Method, the landscape maintenance industry saw consistent growth in the past five years, with an average annual growth rate of 5.1% between 2016 and 2021. Therefore, finding somebody to manage the lawn where an event will occur is easy!

Professionals should pull weeds to ensure grass doesn’t turn yellow or die, as weeds will suck the nutrients from the grass and any other remaining plants. Beautiful colorful flowers, especially ones with pleasant scents, add stunning visual beauty and serenity to a lawn, creating the ideal atmosphere for the outdoor convention you’re planning.

Parking

Let’s take Kansas City, for example. The city is walkable, and most people attending an outdoor event there will arrive by car because they may be driving from other major cities, the suburbs, or rural areas. Therefore, you want enough parking space for the convention attendees. With 90% of parking areas having asphalt pavement, ensure the convention’s parking area is well paved for ease!

Tables and Chairs

Once attendees begin filling in, they shouldn’t expect them to stand up for the entire event or conference. Have enough chairs and tables for everyone to sit and mingle comfortably. There should be enough tables to hold and serve food when serving lunch and other refreshments. Depending on the weather or climate, you may also want to play it safe and have a tent or canopy available in case it rains or gets windy.

Food and Drink

As mentioned, you have tables to serve food because you can’t have an event or conference without feeding your guests. Having some refreshments, such as coffee, tea, water, and light snacks, is always a good idea. Plan a nice sit-down lunch for everyone, and if you have a cocktail hour, keep drinks like beer and white wine adequately chilled. The time of year of your event can also play a role in the type of food and drinks that you choose. The summer in Kansas City is the perfect time of year for grilled catering options!

Porta-Potties

When serving food and drinks at an event, comfortable places for people to relieve themselves are necessary. Kansas City is known for its booming population, which includes over 154,000 people. When hosting an outdoor event, it’s crucial to have proper outdoor sanitation. Research the right vendor for the job; they should have a good reputation for providing clean and professional outdoor toilets. Take a proper headcount of attendees to ensure you have enough outdoor bathrooms to accommodate everyone at your event.

When hosting a conference or event, you want everything to go as planned for your reputation and client satisfaction. Have enough seating, outdoor sanitation, and refreshments for everyone to feel comfortable. Proper planning can help your outdoor conference or event go off without a hitch!