Planning for Large Summer Events

What is the purpose or goal of the gathering? Is it to thank attendees for service or to motivate or to bring awareness to a group? Once your goal and event purpose are clearly defined, you can become more effective in building your event objectives and activities to meet them.



Beyond the planning basics such as budget determination, venue selection, risk management, menu selection and event marketing, there are other things to consider while planning your outdoor spring and summer events. Contingency planning, guest comfort and engagement are just a few items you need to bear in mind.



Here in the Midwest, we almost always have to have a contingency plan to accommodate inclement weather, regardless of what time of year your event is. Even though we obviously hope for the perfect weather, we have to have all plans in place ready to roll at a moment’s notice. Will your site accommodate for activities if it rains? Where will attendees move to in case of emergency (such as severe thunderstorm, tornado, etc.)? Will the event still go on even if it rains? You should have a strong communication system in place to notify attendees (such as Website, email or mobile app) so they stay informed at all times. It is also good to have a back up date in case of cancellation. Looking into event insurance might also be a good idea.



In order for guests to truly enjoy themselves, you must consider their comfort. Have plenty of water available throughout the entire event footprint. Plenty of shade and areas to rest are important as well. Emergency supplies of sunscreen, fans and hats or visors are helpful as well.



You also have to consider event layout very carefully. If you have focused activities, such as a concert or entertainment performance on a stage, you will have to consider the time it will be occurring and where the sun will be. You do not want your attendees looking directly into the sun, they will not enjoy the experience.



Doing something unique that attendees might do on their own, will not only fulfill your purpose creatively, but will also create memories that will live on beyond the event and can create a family feel. Airboat tours, giant water balloon launchers or activities that engage different groups such as fun minute-to-win-it face off competitions are some creative ideas. Integrating social media into your event is also fun. True, part of your event purpose may to “unplug” guests and get them out into the fresh air away from technology. However incorporating some social media such as Twitter and Facebook throughout the event is a new and fun way to engage attendees. It can strengthen the bond experienced between attendees, and can make particularly large event experiences feel closer and more tightly knit.



Site walk-throughs are always important, but even more so here. Go through the entire site and walk through the activities and layout to be sure no element is left unconsidered. Movement of guests must be smooth and efficient. Identify potential hazards and then reduce their likelihood to minimal levels.



Try and re-use activity areas if possible to help save on costs. In addition, watch your attendee numbers carefully. You may be able to safely guess down on your counts when ordering items.



Remember to document everything throughout the entire planning process, including a detailed event summary at the conclusion of your event. Survey attendees if possible and see what can be improved upon and get their perception of the event. This documentation also helps identify if your original goals were successfully met.

Best of luck and have fun!