Wild Florida Blog

What goes into planning an outdoor event in Orlando?

Posted by Sam Haught on Oct 19, 2016 3:50:25 PM

Depending on who you talk to, some people love Florida's "warm" winters, while others think it's not cold enough to even count as winter. There's no denying that the temperature is becoming more bearable, which means... spending more time outdoors is finally an option! Another perk of this slow-but-steady temperature drop is that now, you can host your dream outdoor event in Orlando without sweating it (literally). But the weather isn't the only thing you have to worry about when planning your event. Looking for an outdoor event venue in Orlando with a woodsy, rugged feel? Here's a list of tips to keep in mind...

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1. Consider where your outdoor event is taking place
When you're researching outdoor venues in Orlando, or just trying to get an idea of what would be the ideal location for your event, you need to look at the pros and cons of hosting your event in an already-built outdoor facility versus targeting a undeveloped area. Planning your event in an outdoor venue will cut your workload down by half since the venue will have the permits, and they'll be familiar with the ordinances, fire and safety codes to put on your event. This saves you time versus trying to figure out where you can find all that boring-but-necessary information. 

 

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2. Plan out your load in and load out time

There's more to an event than just the "fun" part when you're eating, laughing and dancing. For events, both outdoor and indoor included, you have to plan beyond the event schedule and consider the load in and load out times for your event. While some outdoor facilities may have access to power, security, and sanitation, the venue you're interested in may require you to provide those features.  

 

3. Draw out a physical map of the venue

This goes without saying but, if you've landed on a venue, you should do a walk-through to get a feel for the environment the venue is in. And, while you're walking around, you're probably mapping out where the food will go (possibly where the food will have to go) and other set-up details like that. As soon as you can, ask the venue if they have a printable blueprint of the venue for you to have so you can map out where everything will go. That way, if there are any future changes that need to be made, you can visually see where the change will be made. 

 

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4. What's on the menu at your event?

Let's be honest, who doesn't love food? While your attendees may be excited to attend your event, they're probably just as excited to eat whatever's on your menu. However, since you're putting on the event, the rules change for you a bit. You have to take into consideration whether the venue is able to provide food for your party. You'll have to consider what nearby restaurants cater and whether they're able to deliver the food.

 

5. Prepare for the worst

We all know that life is unpredictable; it doesn't always play nice with your schedule. That's why, when you're researching your venue options, take into consideration what is located around the venue. For example, is there a hospital nearby so that a guest can quickly receive treatment if there is a medical emergency? If your venue is in a remote location, it might be best to keep a first aid kit handy or have a medical professional on standby during the party.

 

See? Planning for an outdoor event in Orlando isn't that scary. Always remember to ask your venue if there is someone you can stay in contact with for questions you might have. Keep in mind that if the venue doesn't have a point-of-contact for you, a lot of the work will fall on you. So, if you're looking to plan an event, but don't want to lose all your hair by the end of it, reach out to one of our event planners today! We hope to hear from you soon!

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Topics: Events, Wild Florida

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