Charms and challenges of the great outdoors

Blizzards, icy winds, snow drifts and even ‘freezing rain’ have battered Britain in recent weeks, wreaking havoc at a time when many of us dared hope that spring was just around the corner. As the much-discussed ‘Beast from the East’ did battle with Storm Emma, the resulting extreme weather and plunging temperatures caused widespread disruption, bringing public transport to a standstill, shutting schools, closing workplaces and stranding intrepid drivers.

As plenty of indoor leisure venues closed their doors in the face of such treacherous conditions, inevitably hundreds of outdoor events – carefully planned many months in advance – had to be cancelled amid public safety concerns. After such a gruelling spell and the first signs of spring finally here, surely we can start to look ahead to lazy, hazy summer days complete with sun-kissed carnivals, balmy open-air theatre and scorching music festivals?

A touch of magic

The great outdoors – with its fresh air under blue skies or warm breeze under a blanket of stars – has the potential to bring a wonderfully exhilarating flavour and unique charm to an event, from fetes and weddings to corporate ‘away days’ and team-building ventures. But, as the last month or so has taught us, little is as unpredictable as our national conversation starter – the great British weather. Even as the midsummer sun may blaze down upon us, the rainstorms could well be quietly gathering around the next cloud. So, when planning an outdoor event of any kind, preparation is key.

Top tips for success

To reduce the risk of your unforgettable dream event turning into a nightmare which lives on in your guests’ memories for all the wrong reasons, here are a few tips to get you started.

Your choice of venue is crucial. Consider the setting/backdrop, acoustics, seating and available space as well as access to nearby bathrooms, indoor shelter and parking.
Plan how you will get all necessary equipment set up and ensure there will be an adequate power supply. For an evening event, you’ll need to organise lighting too.
Use a caterer experienced in serving food outdoors and with the right equipment to keep food fresh, safe and at the right temperature – whatever the weather.
Depending on the weather, stock up on items which will keep your guests comfortable such as bottled water, hand wipes, light blankets and portable fans.
Plan B. With outdoor events, more than any other, it is essential to have a back-up plan – whether having a marquee in readiness, ensuring the availability of an alternative indoor venue or agreeing a strategy for cancelling the event entirely due to extreme weather.
You and your team need to be in constant contact to make sure the event runs smoothly, to respond quickly to changing weather conditions and to know what to do if the back-up plan comes into play – so keep in touch, and your mobile phones or walkie-talkies charged.

An outdoor event may need an extra level of planning due to the unpredictability of the natural world, but that refreshing element of surprise is arguably part of its charm – and one which will make it truly unique.