Planning an outdoor event (in good old Blighty)

We are in the process of planning an array of summer events, with the main element to be held outdoors. Even when the backdrop to the event is a beautiful manor house, quite often that's all it is - a backdrop; a beautiful piece of scenery to be admired by the event guests while they sip their Pimms, with no access to the house itself...

 

So, living in the UK, we have to take into account the weather - even in the height of summer there is a strong possibility it may rain, so we need a rain plan - namely a marquee of some sort. There are tents to cover all style of events, from majestic Indian style raj tents to giant teepees, little yurts to immense white stretch tents, with everything in between.

Once the marquee has been chosen there is much more to think about in the production and construction of the event marquee: flooring, lighting, setting up the bar, cooling drinks (lots of ice), adding furniture and styling, thinking about catering - and usually adding a separate tent for the caterer to work from. On top of this we need to think about levelling the ground, adding staging for any entertainers, setting up a PA system, sound restrictions, and the boring but essential items like posh portaloos! When there are additional elements onsite such as a swimming pool (think Ibiza pool party with gorgeous swinging hammock, sun loungers, beach bar and chill out tunes) even more event production comes into play, such as sourcing showers and poolside changing rooms.

Often the venue for an event such as this is far from the event planning office (think anywhere from the home counties to the Brecon Beacons) so, site visits aside, much of the event production is done via email, floor plans, 3D visuals, and the good old dog and bone. Keeping an email trail is often the best way to keep on top of the production and planning, as everything is in writing ready for the event file (or iPad - it is 2012!).

 

Event catering for outdoor events is fun - airstreams with gastro burgers, giant woks of noodles, cream tea on the lawn, a hog roast and the great British BBQ. Beautifully chilled drinks such as prosecco, mojitos, buckets of beer bottles and English cider all go down a treat, plus the all important cup of tea - this is Britain after all.