8 Tips for Organizing Outdoor Company Events (4 Video Links)
There are many types of company events, but they all have in common the potential to bring people together and create a sense of community. Outdoor events tend to be some of the most popular. There are many reasons for this, but chief among them is that holding an event outdoors provides employees with a unique opportunity to get away from the office and experience something new.
Additionally, research has shown that spending time outdoors has many benefits for mental and physical health. So if you’re looking for ways to boost morale and encourage team building, consider organizing an outdoor company event. Here are some tips to make it a success.
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Organizing Your Outdoor Company Event
- Choose the right location.
When it comes to outdoor events, location is everything. You’ll want to find a spot that is easily accessible for all employees and provides plenty of space for activities. If you’re planning on having any sports or games, make sure there is enough room. And if you’re expecting a large crowd, be sure to consider logistics like parking.
Everyone planning and working on the event needs clear direction on how the event will take place. To conduct a successful event, it’s important to have an event run of show template, which provides a detailed timeline for your event. Everyone working on the event can use the template, and this tool helps the team avoid misunderstandings and delays in the event activities.
- Have a backup plan.
Unpredictable weather is one of the most significant variables for outdoor events. There’s always a chance that the weather changes. It might be hotter or colder than expected, or there might be more bugs than anticipated.
To address this challenge, cellular weather stations are a great tool to utilize in order to obtain fast and accurate weather data to monitor your event. Weather stations are low maintenance and cost-effective, and provide highly detailed weather information. Stations come pre-assembled for easy installation at your event.
That’s why it’s crucial to have a backup plan in place. For example, if your event is in the summer, you might want to have a spot indoors where people can take shelter if it starts to rain.
If it becomes too hot, have some shady spots where people can take a break from the sun. And if you’re expecting mosquitoes, have bug spray on hand.
You can still have an outdoor event in a tent in cold weather. Ensure that you get heater hire services to keep the interiors warm and comfortable.
- Choose the right activities.
There are endless possibilities for activities in outdoor company events, but not all activities are created equal. When choosing what to do, consider your audience and what will appeal to them.
If you’re planning an event for a group of young people, you might want to consider something active like a scavenger hunt or a game of frisbee. On the other hand, older employees might prefer something more low-key like a picnic or a nature hike.
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- Have plenty of food and drink.
No matter what kind of event you’re planning, food and drink will always be an essential part of the equation. When choosing what to serve, consider both quantity and quality.
You’ll want to have enough for everyone, but you also don’t want to skimp on taste. Outdoor events tend to be more casual, so finger foods and buffet-style meals are usually a good bet.
- Keep it safe.
Safety should always be a top priority. If you’re doing any activity that could potentially be dangerous, be sure to take the necessary precautions.
Ensure there is plenty of water on hand if anyone gets dehydrated. And if you’re doing something like hiking or kayaking, be sure everyone is aware of the risks and knows what to do in an emergency.
- Make it eco-friendly.
If you want your outdoor event to be truly successful, you’ll need to make it eco-friendly. That means choosing environmentally friendly products and taking steps to reduce your impact on the environment.
Start by using recycled or reusable materials whenever possible. And if you’re serving food, try to use locally sourced ingredients. You should also encourage guests to carpool or take public transportation and leave the event place clean.
- Keep it organized.
One of the most important things to remember when planning an outdoor event is that organization is vital. There will be many moving parts, so you’ll need to ensure everything is running smoothly.
Create a detailed plan and timeline for the event and list all the different tasks that need to be done. Assign specific tasks to specific people. That will help ensure that everyone knows what they’re supposed to be doing and when they should be doing it.
Be sure to choose responsible and organized people you can trust to get the job done. Ensure that no one feels overloaded.
- Have a contingency plan
No matter how well you plan, there’s always a chance something could go wrong. That’s why it’s crucial to have a contingency plan in place for your outdoor event.
Think about what you would do if someone got injured during the event. By having a plan in place, you can rest assured that you’ll be able to handle anything that comes up.
Enjoy the Event
Planning an outdoor event can be a lot of work, but it’s also a lot of fun. Use the tips provided here to ensure that all preparations are in place. With that, you can take the time to enjoy yourself and make some great memories.
Ken Boyd
Author: Cost Accounting for Dummies, Accounting All-In-One for Dummies, The CPA Exam for Dummies and 1,001 Accounting Questions for Dummies