Outdoor events are a great way to enjoy the outdoors and have some fun, but when you’re organising outdoor events, it’s important not to get too caught up in the spirit of things.
There are many responsibilities to fulfil and potential pitfalls to avoid when organising outdoor public events, so to help, we’ve compiled some of the most significant challenges that you may encounter, and how our ground protection and temporary access solutions can help you stay on track.
Mistakes to avoid when organising outdoor events
Events can be fraught with potential problems, so it’s important to be vigilant against making mistakes such as:
Not anticipating technical issues
It is common knowledge that relying on a single generator or having only one set of cables on-hand is not a wise decision when managing events. To avoid any issues, it’s best to have backups readily available, as it’s a tried and true event management strategy.
Ground protection is an additional safety measure that can be used to ensure that you can move between staging areas and equipment stations without any delay or difficulty. Planning your access paths can save valuable time in the event of an emergency or setback, allowing you to quickly respond to any unexpected situations that may arise.
Assuming crowds will find their own way around
It’s a mistake to assume that your attendees will instinctively know how to navigate your event. To ensure a safe and functional event, it’s essential to create clear paths that both your attendees and team members can easily follow.
Using signage can also help to communicate important information and directions, making it easier for your guests to find their way around. By providing clear paths and adequate signage, you can create a well-organised event that your guests will appreciate and enjoy.
Overlooking bathroom facilities
Bathrooms are often an afterthought when planning events, but neglecting them can lead to unpleasant consequences. You don’t want people waiting in long lines or having to use portable toilets, which can be inconvenient and unsanitary. To avoid any issues, make sure that your bathrooms are easily accessible and have enough facilities for your guests.
Also, creating clear pathways to and from the bathrooms can make a significant difference in the overall experience for attendees. Ensuring that there are enough clean and well-stocked bathrooms can also increase the likelihood of being invited back to the venue for future events.
Leaving even the smallest detail to chance
Organising outdoor events requires a high level of coordination, and any unexpected mishaps can quickly ruin the entire experience. To prepare for unforeseeable contingencies, it’s crucial to establish emergency medical stations, security and staff rest zones, and other facilities that can help you handle any unexpected situations.
Additionally, using ground protection to keep these sites accessible is essential in ensuring that you can swiftly respond to any emergencies that may arise during the event.
Not planning for heat, rain or snow
Weather can be unpredictable, and it can quickly impact the conditions of your event site. Although a bit of mud might be acceptable for a summer music festival, it’s crucial to have covered areas for your guests to seek shelter if it starts raining.
Similarly, sudden heat waves can be uncomfortable for your guests, equipment, and staff. With Irish summers getting hotter each year, event organisers should plan for shaded areas to keep everyone cool and protected from the sun’s heat.
Failing to put yourself in your guests’ shoes
Can your guests navigate the venue easily? Will they risk tripping over wires or slipping on bad footing? Ensuring that your guests can navigate the venue with ease and without encountering any obstacles is crucial in creating a positive and memorable experience for them.
It’s important to conduct a thorough assessment of the event space to identify any potential hazards, such as uneven surfaces or exposed wiring, and take appropriate measures to mitigate them. As such, you can cater to attendees’ needs by using ground protection to accommodate transit and supply, all the while protecting the cabling running below.
Playing vendor roulette when organising outdoor events
While it’s great to offer your attendees freedom of choice, it’s important to keep in mind that having too many options can create logistical challenges. It’s essential to consider the value of your vendors’ time and make an effort to simplify their work as much as possible.
To achieve this, you may want to reduce the number of vendors you work with and create a network of loading and staging areas that are connected to a central un/loading point. This can help to streamline the process, save time, and ultimately reduce costs.
Start organising outdoor events the smart way with our TerraTrak Plus!
Running an event is a tricky balancing act, and doing it outdoors is even harder! This is where our TerraTrak Plus comes in.
TerraTrak Plus is a heavy-duty flooring that provides a comprehensive solution for safeguarding both natural and synthetic grounds during large-scale events and gatherings.
With its installation, there’s no need for any additional access solutions, because it can support heavy loads, provide stable footing, and ensure safe passage for pedestrians and vehicles, making it the ideal choice for any event or gathering where ground protection is a must.
So if you’re an event organiser in Ireland with your eyes firmly fixed on the upcoming summer, get in touch with us today to learn how Ground Protection Ireland can make your next public event a success story.