Summer is still going strong, which means there’s tons of
outdoor events going on. Outdoor events can come with their own headaches, and
outdoor events in summer come with even more.
So how do you deal with these problems? No matter what the
problem may be, they key is to be prepared. Issues always surface during an
event, but preparing can significantly cut down on the issues.
When planning an outdoor summer event, it is important
to think about what issues you may run into months before the event even
happens. Consider, for example, if lines are going to be long. This could be
due to ticket sales or security. How do you prepare for this? You keep lines
organized. You promote advanced ticket sales to cut back on lines. You have
multiple entrance points so security doesn’t take too long to get through. This
way people will get into your event quickly and not be irritated before the
event has even begun.
So, once people get into your event, what issues might they
run into? Most commonly this will be finding their way your event. Putting an
information booth right by the entrance can direct visitors to where they want
to go, provide maps, and promote event schedules. The next step is signage. It
is extremely important that you have helpful signage at your event. Label
different stages and buildings, list events happening in particular areas, and
direct people with easy-to-spot signage.
The next problem they may run into? Long lines for shows,
food booths, and services. This can happen for many reasons. Sometimes a
particular booth or show is just very popular. There is not much you can do
about this. What you can do, however, is arrange booths in a way that allows
for easy line formation. You should also be sure to have a lot of options when
it comes to food and entertainment.
The crowds are in, they are enjoying the festivities, but it’s
summer. It’s hot. People are feeling sick and leaving early. How do you stop
this? Make sure you have cooling stations throughout the event area. You may
also choose to have a centrally located area where guests can purchase water
and request first aid. If possible, an air conditioned building within the
event area is perfect for providing some temporary relief from the heat.
As the event comes to an end, don’t think your job is over.
A large group of people leaving at once is a logistical nightmare. Have volunteers
directing the flow of traffic out of the correct areas. Be sure there are
others directing actual, vehicle traffic, which is often the most frustrating part
of an event. You want attendees to leave with a good impression, not with a
sour taste in their mouths.
As you can see, thinking about your event as if you are
attending it can be very beneficial. When considering your event specifically,
you can also come up with more specific solutions that cater to your event and
location. Summer and outdoor events are great, but with people’s high expectations
make sure you are up to the challenge!
