There’s something about outdoor events that really tug at the imagination the way indoor ones aren’t always able. 

Whether it’s a summer brand activation, a community festival, a celebration in the streets, or even a corporate retreat, open air and location’s backdrop can easily lend itself to creating an unforgettable experience. 

With all that freedom, however, comes a unique set of challenges that outdoor events have to contend with the way indoor ones never will. But your brand doesn’t shy away from a challenge, now does it?

So, if you’re planning an outdoor event, here’s what you need to know to ensure it goes off without a hitch – rain or shine.

1. Permits and Regulations Come First

Before booking vendors or setting up your stage, make sure you’ve secured the proper permits and approvals. Municipal rules vary across cities (and even parks), especially in a place like Toronto or other major cities where space is quite often in high demand. 

You may need:

• Event permits
• Noise exemptions
• Food and beverage licenses
• Fire safety approvals
• Insurance documentation

Sometimes there are even lengthy waiting lists, so it never hurts to start the process and figure out what’s needed as soon as you begin the first steps of putting your event together. 

Also bear in mind, it can take longer than expected to gather your permits and permissions, especially during peak seasons. So plan ahead!

2. Weather-Proof Your Plan

Let’s face it: the weather in Canada can be unpredictable, especially if you’re looking to plan an event in late spring or early autumn (and don’t get me started with winter). Because of this, it never hurts to have a solid contingency plan. 

This could include:

• Bringing tents or canopies to give your guests shelter from the rain
• Rain covers for your equipment
• Extra flooring or raised platforms to avoid mud and puddles
• Portable heaters or fans depending on the season 

As much as we want to trust the weather reports, the weather’s no stranger to bucking the statistics. In other words, don’t just hope for sunshine, plan for anything.

3. Choose the Right Venue

From public parks and urban rooftops to beachside boardwalks and private gardens, your venue sets the tone not just of the event itself but also about your brand. On the one hand, you’ll want to consider a venue that can in some way speak to your values and image, but also one that your guests can feel at ease and where they belong. 

Consider the following:

• Accessibility for guests and vendors should be a top of mind concern
• Parking and transit options can make a big difference when it comes not only to attendance numbers but who can attend as well
• Power sources and lighting should always be reviewed beforehand. There’s no point bringing technology to your event like AR or VR if you’re not certain how it’s going to be powered.
• Also consider noise levels and nearby residences. Disturbances that go late into the night or above a certain decibel level could even cause a backlash against your brand or event – even if the guests themselves had a great experience.

Remember then that the best outdoor venues strike a balance between beauty and practicality, with concern for both your community and the ones around.

4. Staffing Makes the Experience Flow

A seamless outdoor event doesn’t happen by accident. The best events are driven by trained, proactive event staff. From greeting guests to managing lines, brand ambassadors and event personnel help keep things organized and on-brand.

Outdoor events often have moving parts spread across a large area, so your team should be:

• Clearly briefed of the entire event timetable and expectations
• Easily identifiable for all guests (as well as other staff)
• Equipped with communication tools (like radios or mobile apps)

Remember that your staff contribute not simply to ensuring the event runs smoothly, but they’re also part of the experience. Agencies have known this for a long time, that the more effective you are at utilizing your staff, the more powerful your event will become for your guests.

5. Make It Engaging and Always Instagrammable

Social sharing is more important (and powerful) than ever before in building up a brand. Fortunately, outdoor events are prime opportunities to create moments that guests want to share. 

Be sure to incorporate:

• Interactive installations that people will want to photograph
• Branded backdrops or murals so every selfie can be tied back to your brand
• Pop-up experiences or limited time moments that feel special
• Live entertainment. Everyone loves to be part of something.

The more visual and hands-on the experience, the more likely it will gain traction on social media.

6. Don’t Forget Logistics and Clean-Up

Poor logistics can sour even the best of events. If you’re serious about creating long lasting and powerful memories through your event, you’ll also need to work through the nitty-gritty details like:

• Trash and recycling bins
• Washroom access (especially if there are no permanent facilities)
• Load-in/load-out schedules
• Safety and security plans

And of course, ensure a clean-up crew is scheduled for post-event teardown. The last thing you need is to leave behind a venue in a state that doesn’t speak to your core values (nor the ones your audience expect).

Let’s Bring Your Outdoor Event to Life

At Tigris Events (powered by Simon Pure), we’ve planned and executed hundreds of outdoor activations across the GTA and elsewhere in Canada. We understand the unique variables that come with open-air venues, and how to turn those challenges into show-stopping experiences.

Ready to create an unforgettable event? From permits to people to performance, we’ve got your event covered. Contact us to learn how we can help bring your brand to life at your next event.