How to Make Corporate Outdoor Events
Feel Put-Together
Nowadays, live events are getting a bit more outlandish, granted, it’s probably for good reason, as you want people to have a good time (especially if they’re spending their free time on a weekend there). But when it comes to a lot of events, well, corporate-oriented, like a team building day, or a corporate family picnic, or a business anniversary, or something like that, sometimes they kinda seem like something that’s on the same level as a school fair.
How? Well, there might be some borrowed branded banners. Lukewarm food, nowhere to sit, kids sprinting straight through the only walkway, everything is just on grass, you basically get the idea. Sure, for a tiny business with a tiny team, it makes total sense, but outside of that exception, a corporate event shouldn’t have this look. Honestly, it’s not even a budget problem; bluntly put, if there’s an extremely tight budget, then don’t bother having this event at all (as blunt as that might be).
Instead, so much energy goes into logos, photo backdrops, and themed cupcakes that the basics just slide down the list. Your employees and other guests really don’t care about the color of napkins; they care more about having somewhere to sit and use the toilet. Alright, there’s that, but what else can these events do to look more put-together?
How Do these Events Slip into “Unprofessional” Territory?
Well, the “school fair” was already mentioned, but it’s honestly a perfect example, though. But how exactly do some events give off that sorta child-like energy, though? Well, outdoor spaces can be super deceptive. On paper, they look easy. Like, there’s loads of room, there’s fresh air, there’s space for kids and activities. How hard can it be, right?
Well, then the day shows up, and all the little gaps start screaming. Yeah, it sounds weird, but think about it for a moment, like there’s no clear entrance, there’s no idea where to go first, maybe a PA system nobody tested. Well, that and staff trying to guess what’s included and what isn’t. Basically, theres no structure, so people wander around, like at school fairs, just like that.
Start with Comfort
Yeah, this one might sound a tad generic, but it still deserves some attention, though. A lot of people would have focused on fun things like centerpieces, but people don’t care too much about that, though. So, outdoor comfort is totally different from indoor comfort. Indoors, people care about temperature and chairs. Outdoors, it’s shade, wind, uneven ground, sun in their eyes, bugs, and how far the restrooms are from wherever the main activity’s happening.
Meaning that the “professional” feeling shows up when those basics are handled before anyone even thinks about décor. But in all seriousness, shade is a really big one, hence why a lot of fancy and corporate events will be in those fancy tents (the ones you can rent), and sometimes fans will be blowing (but if you rent, there’s usually some sort of cooling system that goes with it).
Toilets were already brought up, too, and yes, this one still needs to be repeated. If you’re at a park, then you might not need to stress over this if there’s a lot of toilets scattered throughout the park, but of course, not all parks are the same so you might even need to consider a porta potty rental, maybe two or three (and some sorta handwashing cleaning station), because people will need to use the toilets at some point.
How About the Food, Drinks, and Lines?
Honestly, nothing tanks a corporate outdoor event faster than weird food logistics. But how is that even a thing, though? Well, hungry people stuck in one slow line, no clear system, and the grill running out of the popular option by the time half the guests get there. That’s when clients start bailing early, and staff start quietly checking the time every ten minutes.
Sure, buffet-like lines are normal, but it could help to have multiple food stalls, or some sort of catering instead (usually cater companies will have servers too, which helps. So that alone means no real worries about lines, food running out, or even some sort of guessing game for drinks either.
What About the Layout and General Flow?
Outdoor events need a layout just as much as indoor ones. People like to know where to go first, what’s happening where, and how to move around without feeling in the way. Basically, you just need to think about the flow. So, it was already mentioned once, because school fairs just have people scattering here and there. An obvious entrance point instantly makes things feel more professional. It doesn’t need to be a big balloon arch or gated doors or anything like that, but a cheap welcome sign or a table a check-in table is usually enough.
Zones have already been mentioned a bit here and there, but again, some zones would help, like a zone of just food, a zone for just entertainment/ mingling (where the tables and chairs can be, the “stage” or wherever the PA system is, but you get the idea, just some of these sort of zones help a lot. But be wary of tripping hazards like cables, please, theres plenty of outdoor systems for these too, and it might help to have some sort of safe walking path so those in wheelchairs, walkers, and those with baby strollers can walk just fine.
Those Small Details Help Too
Just keep in mind that professional doesn’t have to mean boring. Think of hotels, they’re professional, but far from boring, right? It just means the event actually feels like it came from a functioning business, not a last-minute neighborhood party. So, those small details still matter obviously, as little signs here and there that are clear, simple arrows, labels, name badges, or lanyards can help too. Oh, and a program/ schedule too of the events and activities that happened that day. Do any of these sound boring? Nope, but they do seem professional.
