With many things to consider, hosting an outdoor party can get a little hectic, depending on whom you’re planning for. But the whole experience can be a rewarding opportunity to get your family or friends together for a good time. Some items you should think about when planning include:
Make a List
Keeping a running list of everything you’ll need for the event helps keep things organized. Including items like grocery lists, beverage options, music, games, and any other important pieces of the set-up.
Consider Food Options
Menu planning can get tricky depending on your audience – but having a buffet-style menu is generally a good starting point. Take note of any food allergies that your guests may have and offer gluten-free or vegan options. It may be a good idea to consider a potluck as it gives your guests more options.
Depending on the food, make sure there’s a place to keep the hot food warm, and the cold food chilled. You can also throw some desserts into the mix; these are good for rounding out the meal and treating your guests to something extra.
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Beverages
A good host makes sure that everyone has a plethora of drink options to choose from. Providing drink options can get tricky, so offer a “BYOB” option to level out specific preferences. If you decide to have alcohol, make sure that there are non-alcoholic options for those who don’t partake.
Trash and Recycling
Trash cans should be available wherever paper products or food and drink items are offered. You’ll also need a place for everyone to put the dirty dishes when they’re done. Creating a plan for your trash and recycling set-up will make the post-party clean-up easier for you.
Seating for an Outdoor Party
Provide plenty of seating options for everyone. You can use a variety of different options like lawn chairs, patio chairs, and folding chairs as long as they’re secure for people to sit in. Depending on the event, you can arrange them for conversation or just general seating.
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Shade
Rain or shine, you’ll need to consider your options to provide your guests with some shade. Tents and canopies are great for outdoor events because of their different size options. Keeping your guests cool and out of the sun will keep them comfortable during their visit.
During the nighttime, providing lighting for your guests is important. It doesn’t need to be the big lights you see at a concert hall, but your guests should be able to move about and converse with others easily. Use string lights, lanterns, or general lighting in your outdoor space.
Music and Entertainment
Music is a necessity for any party, so ensuring you're setting the right vibe for your guests is crucial. If there’s a variety of age groups, keep music choices neutral, with a wide variety of genres. Consider setting a playlist on a music-streaming app and plan on it to play for at least 6 hours. Your guests can contribute to the music choices but keep it appropriate for everyone to have a good time.
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Potential Noise Issues
When it comes to volume, keep it down to an even level where people don’t have to scream over it to converse with others. Outdoor events can get noisy, so ensure that you give a fair warning to your neighbors. It could even be beneficial to invite them to your event, as they’d be less inclined to complain.
Prepare the Outdoors
Presenting your space correctly assures that you’re setting the right vibe for your event. Simple upkeep of your lawn and shrubs, cleaning your patio area, and keeping things neat and nice will set a good impression on your guests.
Have a Back-up Plan
Anything can happen. Be prepared for any rain, storms, or other weather changes. Always check the forecast to make sure you know what type of weather might move in. Weather is constantly changing and having a backup plan will help you stay prepared.
If it’s a smaller event, guests can easily be moved indoors. But if it’s a larger scale event, you want to make sure you have party tents, canopies, or umbrellas to cover up from the rain.
Planning an outdoor event has many moving pieces and it may be difficult to nail everything. But, having a set plan for your event will keep things easier on you, and it’ll result in a better experience for both you and your guests. After all, hosting an outdoor event or party is meant for a good time!
Broadway Tent and Event provides you with high-quality equipment to rent for any occasion. With three rental locations, we’re better able to serve you. Check out our rental catalog or contact us today with any questions.
Photo by Filipp Romanovski on Unsplash
