We’ve been planning and helping our clients pull off great outdoor events for almost 10 years, so we’ve inevitably learned a few things along the way. Whether you’re throwing a graduation party or hosting a wedding reception outside this summer, we’ve put together a list of details to remember and emergency items to have with you. Please let us know if there’s anything we’re missing!
Things to Remember
- Don’t forget to consider where your waitstaff will set up and keep their personal belongings. An easy solution is to have a small catering tent and rent some coat racks so the staff has plenty of space to keep their things.
- Be sure to consider what your band and vendors will need. Talk to them about whether a 10’x10′ pop-up is sufficient for them to keep their things (i.e. guitar cases) and have space to rest before the wedding or between sets. Usually, there will be something written into the contract about this but it’s always a good idea to ask them as well.
- If you’re hosting your event at home, don’t forget to think about where staff members and vendors will park their cars. Could you ask a neighbor to “rent” their driveway for a few hours? This is important to consider when it comes to your guests as well, especially if you don’t want a sea of cars blocking any decorations!
- As nice as it is to have everything ready early, floral arrangements shouldn’t sit in direct sunlight for too long. If possible, wait to put your arrangements outs until about 30 minutes before guests arrive.
- Have an open and honest conversation with your caterer about your menu – be sure they understand what the venue looks like, what they’ll have available and what the temperatures might be. You probably don’t want hot soup in the middle of summer!
- Do your best to deter unwanted critters. You might want to consider having an exterminator come in a few days before your event to spray the area. Just be sure to spray well before any tableware goes down or food is put out.
- Be prepared for unpredictable weather! At Benson Tent Rent, we always encourage having a Plan B and even a Plan C. We have heaters available, in case you end up with an unusually cool evening as well as fans for hot summer nights. We can work with you to make sure we have what you need the day of your event.
Emergency Items to Bring
- Hammer to tap in any last minute signage
- Sun screen & bug spray
- First aid kit
- Sewing kit & safety pins
- Garbage bags
- Paper towels
- Clorox wipes & paper towels
- Plastic tarp to cover tables in case of rain showers
As experienced event planners, we know that it’s nearly impossible to plan for every situation but having back up plans and emergency items on hand will help minimize some stress. We want to hear from you – what else would you add to these lists?