back to insights
Outdoor events can be magical, fresh air, beautiful scenery, and a sense of freedom that indoor venues just can’t offer. But they also come with a unique set of challenges that, if not carefully planned for, can quickly dampen the experience (and not just because of the unpredictable British weather).
Whether you’re organising a rustic village fete or a full-scale festival, here are the essential things to consider when taking your event outside.
What Type of Event Is It?
A beach wedding will have very different requirements to a motorsport display or a music festival. Think beyond the aesthetics and consider the location’s suitability for staging, sound, power, and audience comfort. It’s about more than just the view, it’s about the infrastructure.
Powering Up
Most outdoor locations won’t have a handy plug socket where you need it, so you’ll likely be relying on generators to power everything from lights and sound to catering and toilets.
Key questions to ask:
• Where will the generator be placed?
• How much power do you need and for how long?
• How will the generator be delivered and refuelled?
Sustainable alternatives are also worth considering. Battery-powered systems and even solar-charging solutions are becoming increasingly viable, especially for short-term or low-power events in remote areas.
Site Access and Logistics
Access is everything. How will staff, equipment, and deliveries get in and out of the site? Are there any height, weight, or time restrictions? It’s also vital to consider your attendees:
• Is the site accessible for people with disabilities?
• Are there nearby public transport routes?
• Is there adequate car parking?
Outdoor doesn’t mean unregulated, accessibility should be a priority for any public event.
Storage in the Elements
Storage is a logistical headache at the best of times, and when you add rain, wind, or uneven ground into the mix, it becomes even trickier. Outdoor equipment must be properly protected, and anything left onsite overnight needs to be weatherproof and secure.
Outdoor Structures and Terrain
Temporary structures like marquees, big top tents, and stages all come with rules and regulations, including limits on how long they can remain in place. They must also be tested, safe, and fit for purpose.
And don’t underestimate the terrain. What looks flat might not be, and levelling ground takes time and materials. Always start from the highest point and work from there.
Permission and Neighbours
Outdoor events typically need approval from either a landowner or the local authority. This may involve public consultation, especially where noise, road use, or late-night finishes are concerned. You might also need a Noise Management Plan, and in some cases, onsite monitoring is a requirement, especially in residential areas.
Utilities and The Essentials
We take a lot for granted indoors ; water, toilets, bins, even mobile signal. Outside, you’ll need to plan for:
• Toilets and showers
• Drinking water
• Grey water and waste disposal
• Internet and phone signal
• Cable routing (spoiler: gaffa tape doesn’t work on grass!)
• Pest control
• Temporary roadways and lighting
• Staff welfare, catering, and shelter
Safety and Emergency Planning
Safety comes first, always. Just as you’d expect a building to have a fire alarm and evacuation plan, outdoor spaces need robust emergency procedures. You should always know:
• Where the nearest hospital is
• How to communicate in an emergency
• Where your muster points and fire extinguishers are located
Environmental and Location Hazards
Every site is different. You might be near water and need a water safety plan, or in a forested area that requires insect protection. Are you working at night? You’ll need proper work lighting. During the day? Shade and hydration.
Weather Prep
And of course, there’s the weather. British summer can be glorious but also wildly unpredictable. Plan for every eventuality:
• Hot: water, shade, sunscreen, regular breaks
• Cold: shelter, warm clothing, extra layers
• Rainy: waterproof clothing, dry spaces, backup plans
• Windy: reinforced structures, safety signage, delays
Individually these weather factors are manageable. But when you get two or three at once? That’s when planning really pays off.
Everything outdoors takes longer. Everything is further away. It always requires more equipment, more time, and more sweat. Outdoor events are rewarding and unforgettable but only if they’re properly prepared.
So whatever kind of event you’re planning, remember: Plan, plan, and plan some more. You can never be too prepared.
