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Published On: Tue, Oct 30th, 2018

How to Organise an Outdoor Corporate Event

The great Australian summer is the perfect time for an outdoor corporate event and a chance to introduce the natural beauty of an outdoor venue into the proceedings. If you have been tasked with planning your very first outdoor corporate event, this article was written with you in mind and without further ado, here are the important things that you can’t afford to overlook.

  • Venue – If the event is being held in the summer months, your best bet is to hire a marquee or two, and furthermore, the same supplier would have bar facilities, stage hire and even a dance floor. If there are a few hundred attendees, you will likely need several marquees and some tailored walkways that are shaded, and always have a back-up plan if it rains.

photo/ Chris via pixabay

  • Toilet Facilities – With the champagne and wine flowing freely, there must be suitable (and adequate) restroom facilities on site and with VIP portable toilet hire in Melbourne, you are covered. An online search will take you to the supplier’s website and they would have a range of top-notch restrooms for hire, make sure to order more units than you think you’ll need – nothing kills an event like a toilet queue.

 

  • The Program – You will no doubt be running slideshows and presentations, so make sure your PA system is adequate. Have a back-up laptop and also a memory stick with all the presentations, just in case. Time slots need to be rehearsed and have a sound check carried out to ensure that all guests have a clear view and can hear the speaker.

 

  • Catering & Refreshments – You simply can’t afford to take any chances with the food and drink, so ask several outside caterers to quote for the contract. That way you will have a choice of menus and can ensure that this is fully covered by a professional caterer. You will, of course, need an endless supply of ice and a party hire company would have ice making machines, as well as everything else you will need to make the event successful.

 

  • Parking – Once you know your guest numbers, calculate how many vehicles you think you need to cater for, then add another 50% to that number. There should be clear signage to the parking areas and a couple of attendants would ensure things don’t get congested.

 

  • Power Back Up – In the highly unlikely event there is a power outage, a back-up generator would save the day. You could take a chance with this, but should the worst happen, the event is well and truly over.

 

Ask any event organiser and they’ll tell you that planning is the key to a successful corporate event, so make lists and plan well in advance. The Internet should be able to help you source every service you need and with a firm budget in mind, some clever negotiating and management should see a successful event that will achieve all the company’s objectives.

Author: Sophie Fenns

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