Outdoor corporate events including company picnics, employee appreciation luncheons, and family-fun days are most enjoyed when the weather cooperates. Spring and Fall typically offer the most reliable conditions, making them the most popular season to host outdoor gatherings. Choosing a date in those months is the first step towards minimizing weather related disruptions. While we can’t control the weather, we can take proactive steps to ensure your event runs smoothly, no matter the conditions. RH Events & Catering’s team has 30+ years of combined corporate event experience. Our team has seen it all. Here are 4 tips to make ensure success for your outdoor corporate events:
Prepare for Changing Temperatures
Consider the possibility for extreme temperatures, whether it’s uncomfortably hot or cold. In the warmer months, comfort and safety should be a priority. Set up designated areas with fans or misting fans, and make sure hydration is easily accessible by providing plenty of water stations. Natural shade from trees is a bonus, but adding tents will help guarantee relief from the sun for all guest. In the cooler months, keep your guests warm with outdoor heaters, offer blankets, or choose a venue with an indoor area that people can warm up in as needed.
Outdoor temperatures may also affect food quality. It’s important to work with a corporate catering expert that has the right equipment and plans in place to prepare and serve food at the highest standard.
Choose a Facility with an Indoor Option or Covered Area
Having access to an indoor space or covered area is essential, especially in the case of dealing with unpredictable weather. A pop-up shower can quickly disrupt your event, so having a place for guests to take cover while it passes will be much appreciated. If you’re looking at rain for the entire day, you’ll be glad to have the option to move the event inside. It adds a level of insurance that your event will still go on, rain or shine.
Plan for Possible Wind
Heavy wind can create many event day frustrations, including derailing your entire event setup. To avoid chasing tents or picking up scattered items, secure all tents and tables with sandbags or water weights. Use containers or holders to keep lightweight items like plates and napkins contained. You will also want to secure any signage or banners displayed at the event. Zip ties are an easy and effective solution. Inflatables, tents, and some games are sensitive to strong winds. Work with event professionals to ensure they are properly setup and secured to avoid any safety risks.
Have a Rain Date in Place
Unfortunately, there are days where rain or storms are too strong, causing your event to be postponed. Company picnics and family fun days are most enjoyed when all of the pieces can come together as planned. Having a designated rain date in place gives you a second chance to host your event successfully, and ensures you get the most from your investment. Be sure to communicate this date clearly to attendees in advance, and establish a plan for notifying them if the event is rescheduled.
Plan Your Event Stress-Free with RH Events & Catering
Partnering with a corporate event expert for outdoor events makes it easy to put contingency plans in place. RH Events & Catering stands ready to lend a hand for all of your event needs, rain or shine. Whether you’re hosting an outdoor company picnic, employee luncheon, or family-fun day, we’ll do everything we can to make sure your event goes off without a hitch. Contact us to get started.
