With summer only a few months away, Australian locals are getting ready to start scheduling their outdoor activities. This not only includes arranging home barbeques but also planning the festivals and markets they’re going to be attending.
Event planners, on the other hand, are equally busy. Planning and arranging events that are bigger and better than the ones they put on last year. This often includes booking current entertainment, arranging event public liability insurance and of course checking what’s trending to make events a huge success.
Always Strive to Plan the Best Outdoor Event
Research done for the financial period, 2022 -23 shows that at least 535 music festivals were held across Australia in that year. That equates to about 1,5 music festivals every day of the year! It’s clear then that Australians love going out, which means that even organisers are obligated to ensure everyone’s safety. If you’re hosting an event for the first time, or you’re looking for a refresher course on pointers to consider, keep reading.
1. It’s All About the Location
Before you do anything else, finding the right location is essential. The type of location you opt for will determine the types of permits you need. Ideally, you want a venue that suits the type of function you’re having. You’ll also want to keep aspects such as noise levels, parking, and shade in mind.
2. Permits and Licenses are Essential
Depending on the type of event you’re having, or the venue you’re using, it may be necessary to apply for specific permits and licenses. Since regulations may vary, it’s essential to research the ones necessary for your state. It’s also important to do this in advance to ensure that you receive your permits in time for the event.
Typically, the most common specifications that require permits may include the following:
- Noise regulations (especially in cases of music festivals)
- Fire regulations for food preparation
- Regulations and permissions for fireworks
- Capacity regulations for vendor stalls
- Building regulations for temporary stages and other structures
- Parking permits
3. Outdoor Events Need Insurance
Whether you’re planning a one-day or weeklong event, it’s essential to take out the necessary insurance cover. Not only does it cover personal injury and property damage, but it’s often a prerequisite for many venues.
The benefit of event public liability insurance is that it covers the following types of events:
- Fundraisers
- Trade shows
- Music festivals
- Car shows
- Conferences
- Fun runs and charity walks
- Craft festivals
- PR & media events
- Weekend markets and other multi-day events
4. Don’t Forget the Sanitation
Arranging an indoor event means you may not have to worry too much about bathrooms, since most halls and conference centres will have several on site. However, if you’re planning an outdoor event, it’s always recommended that you rent a few portable toilets.
When renting, the usual rule of thumb is to opt for one toilet per fifty people. It’s worth pointing out that some companies that offer portable rental services also provide the extras that you may need. These can include sanitisers, soaps, and hand towels. It’s a good idea to invest in a package that includes cleanups throughout the day.
5. Use Refreshment Stalls to Keep the Crowd Happy
No matter what type of function you’re having, it’s essential to add a few refreshment stalls. Especially when you’re hosting an outdoor function in the hot Australian sun. In this instance, it’s a good idea to invite local businesses to rent stalls and booths.
Where possible, organise a wide variety of food, drinks, and snacks for children. Avoid the hassle of a messy cleanup by ensuring that there a dustbins and recycle bins strategically placed around your event.
6. Having a Few Helping Hands Makes Everything Easier
Another important aspect of your event’s success depends on your team. Two or three people will struggle to get everything done for a large-scale venue. If you have a small team, consider hiring a few temps to help on the day.
You’ll want to do advanced training so that everyone knows what’s expected of them. Arrange bold t-shirts that clearly identify your staff. This will make it easier for people to reach out if they need help.
7. Add an Information Booth to Guide the Crowd
We also recommend adding a small, clearly marked information booth. This can take the form of a table and chair with an identifiable sign. The person manning this booth should be able to provide people with directions to the toilets, food stalls and other aspects of the event. Keep a medical kit here in case of minor emergencies.
Final Thoughts
Having a successful outdoor event is about a lot more than arranging a fun day that turns a good profit. Factors such as finding the right location and getting the necessary permits and insurance are crucial to ensuring the event is compliant and you, as the organiser, are covered in any eventuality. It’s a simple way to take the stress out of your big event!
Lynn Martelli is an editor at Readability. She received her MFA in Creative Writing from Antioch University and has worked as an editor for over 10 years. Lynn has edited a wide variety of books, including fiction, non-fiction, memoirs, and more. In her free time, Lynn enjoys reading, writing, and spending time with her family and friends.
