How to Improve Outdoor Event Spaces

As any party planner or facility manager knows, the venue is critical to an event’s success. Creating a memorable experience for guests leads to more bookings and increased revenue. Between layout, lighting, sound and other essential components, many factors go into creating the ideal outdoor event space.

Overall, you want to create an environment that people talk about long after the event is over. Explore ways to improve outdoor event spaces through various solutions in our guide below.

1. Optimize Event Layout

A venue’s layout impacts capacity, seating and amenity access. At a minimum, measurements of the space prevent issues like overcrowding. Here are two layout areas to consider:

• Event flow: A well-designed space with a logical layout promotes a better experience. Easy navigation from one area to another encourages a natural flow. Comfortable guests are more likely to stay longer at the event.
• Pathways: Providing adequate walkways allows attendees to navigate the event easily. Create routes from the main event space to restrooms, the bar or breakout areas.

Outdoor venues benefit from having a floor plan indicating the available space and square footage. An event space layout is a great tool to share with clients for accurate planning.

2. Get Creative With Seating

Traditional seating may work for an indoor venue, but outdoor spaces require some creative seating arrangements. From uneven terrain to adverse weather, you need seating that can adapt to any situation. Here are some unique and traditional seating ideas:

• Folding or stacking chairs: Foldable or stackable chairs are easy to move and store. Deck chairs make a colorful, inexpensive addition to an outdoor cinema or a beach wedding.
• Modular seating: This versatile seating comprises units that stand alone or join together. Its benefits include maximized space usage and flexible arrangement options.
• Hay bales: For an authentic rustic feel at a farm venue, consider hay bales with blankets for comfort and visual appeal. For example, matching the color of the blankets to the theme of an outdoor wedding adds a sense of flair.

3. Plan for Weather Surprises

One unpredictable factor in outdoor event spaces is the weather. Having a defined weather strategy avoids costly cancellations and keeps guests satisfied. Fortunately, there are ways to ensure a successful event, no matter the weather.

Shade Structures

Providing shade for events is a top priority. The sun’s rays can impact guests’ health and enjoyment of daytime events, and sudden rain can leave a negative note on an otherwise memorable event. Shade structures are fixed structures that can block up to 97% of UV-A and UV-B rays, and some options offer waterproof fabric to protect guests.

Benefits of offering event shade structures include:

• Protects guests from the weather: Exposure to UV rays can have unwelcome consequences. Heatstroke, sunburn and dehydration can lead to medical emergencies. Providing ample shade at an outdoor venue helps limit exposure and prevent health risks.
• Increases visitor engagement: The sun also affects event attendees in another way — fatigue. A tired guest is more likely to leave an event early. Shade offers visitors a cool area to enjoy the event while keeping energy levels high. Spectators will root for their team at a sports event and buy food and drinks. Fans will engage with bands at a live music event and post about the experience on social media. Conference attendees will spend more time networking and form a positive impression of the venue.
• Boosts attendance duration: A comfortable environment encourages more time spent at the event. The longer people remain at an outdoor venue, the better it is for business. Venues selling food and beverages succeed more when visitors have a shaded area to eat.
• Enhances aesthetic appeal: Shade structures come in various colors, fabrics and designs. Choose a neutral shade that works with any theme for an outside wedding location. Bring an air of excitement and fun to a children’s party venue with bright, bold fabric. For venues that host outdoor exhibitions, shade structures can add a unique style. Shade transforms into art using a combination of fabrics, textures and structures.
• Offers branding opportunities: Branding is an invaluable asset to any business. It builds awareness, encourages trust and attracts customers. Event venues, like outdoor restaurants, can stand out through branded shading solutions. Whether through logos or colors, branding creates a cohesive personality to enhance credibility.
• Protects equipment and furnishings: Outdoor event spaces often house electrical equipment and furniture. Extended exposure to the sun or high temperatures can take its toll on outside items. Protecting expensive sound gear is essential for concert venues. Shade structures shield equipment from damage while increasing their life span. Shade also prevents furniture from fading or cracking in the sun.

Adverse Weather Strategies

What is the top rule in event management? Always have a plan B! Canceling an event due to bad weather leads to lost revenue and reputation damage. Follow these tips for weather-proofing an outdoor event venue:

• Invest in portable flooring: Rain can turn walkways into mud traps. Muddy grounds are problematic at events where guests move between outside areas. Portable floors are a modular solution that creates a stable temporary flooring system. They can double up as dance floors or walkways.
• Hire or purchase marquees: Shade structures offer a permanent weather solution. Waterproof canopy options protect against sun and rain. However, venues may need a more temporary and portable contingency for rainy weather. A marquee is a large tent often used for outdoor events. It can provide a safe space for guests to escape the elements and works well as a dining or reception area.
• Implement clear signage: Including signage or providing maps helps attendees navigate the venue.
• Provide waterproof storage: Install waterproof storage lockers to secure belongings. Ensure there is cover to protect expensive audiovisual equipment from the elements.
• Construct permanent cover: A simple structure can transform a venue into an all-weather space if a venue lacks an indoor area. Rather than detracting from an outdoor venue, it provides a wet weather contingency.

4. Provide Lighting Options

Some clients choose an indoor or outdoor venue because it has lighting capabilities. Exterior lighting could be why a client picks your business’s venue for their evening event. Lighting is essential for day-to-evening events, like music festivals or weddings.

Different types of lighting suit specific areas and purposes. Typical outdoor lighting include:

• Walkway lights: Pathway lighting adds visual appeal while reducing accident risk. Lighting paths and steps help guests avoid potential hazards in the dark. Lights can also illuminate the path to and from the parking lot.
• Uplighting: Lights at floor level shine up to highlight decor or dance floors. Lighting up the entry to a venue creates a memorable first impression when guests enter the space.
• Perimeter lighting: Placing lighting along the venue’s perimeter can be decorative and functional. Where guests can see the perimeter, lights add to the aesthetic. If the perimeter is out of sight, place a few lights at intervals for security.
• Ambient lighting: The right kind of lighting creates an ideal atmosphere. Avoid bulbs that are too bright or too dim. Guests should be able to see each other without feeling like they’re under a spotlight. Strike a balance using soft lighting or colored bulbs can complement the event.
• String lights: Twinkling lights strung in the branches of trees create an air of magic. String lights are a valuable addition to an outdoor venue’s decor inventory.

5. Improve Sound Quality

Creating the perfect acoustics is simpler in an indoor venue, but ramping up sound in an outdoor space is possible with a few clever tricks. Audio quality can impact the experience of outdoor concerts, weddings, conferences or parties. Below are factors to keep in mind for audio in outdoor event spaces:

• Outdoor area size: The Inverse Square Law states that volume drops 6 decibels each time the distance doubles from the source. At an amphitheater with speakers only at the front, the sound would reach the first few rows and then drop off. Larger spaces require more speakers distributed across the space.
• Speaker placement: Place multiple speakers at strategic points for even sound coverage. Too few speakers result in a thin sound. Stand at different points around the venue during a sound check to gauge audio quality.
• Sound barriers: Physical obstacles like trees or structures can impact audio quality. Work with a sound specialist to arrange speakers to avoid barriers.
• Wireless systems: Using wired microphones and other sound equipment means cables. Wires cause two problems for outdoor venues — power sources and tripping hazards. Instead, opt for wireless devices like lapel mics. They eliminate untidy cables and allow freedom of movement.
• Acoustic panels: Sound insulation products can improve the acoustics in outdoor spaces. Weather-resistant exterior acoustic panels enhance sound in venues like pavilions, arenas and fairgrounds. Acoustic panels absorb sound to reduce reverberation and limit unwanted noise.

6. Address Common Outdoor Event Challenges

Outdoor venues face unique challenges. Clients and event planners want reassurance that their events will run smoothly. Here are examples of common problems and ways to solve them:

Uneven Terrain

Schedule regular ground inspections before events and clear any loose stones or debris. Fill holes and smooth surfaces as necessary. If erecting a stage, choose portable staging with adjustable legs. Laying down a temporary floor can help to even out the surface.

Access to Power

Electricity can be a problem at some outdoor venues. If a venue lacks access to a power source, generators can be a great solution. Some shade structures have solar capabilities to provide power for vendors and guests.

Safety Concerns

Outdoor venues are subject to specific safety issues. Identify and address potential risks before they become a problem. The five areas of concern include:

• Crowd safety: Overcrowding can lead to injuries and property damage. Crowd control is important for concerts or festivals attended by many people. Employ tactics like limiting ticket sales to avoid exceeding the venue’s capacity.
• Electrical safety: Supplying electricity at outdoor events requires special care. Only use extension cords made for exterior use and protect cables from getting wet. Equip outlets with ground fault circuit interrupters (GFCIs) to prevent electrocution. GFCIs stop the flow of electricity when they detect an irregularity.
• Food safety: At events where vendors sell food, it’s essential they comply with health and safety requirements. External food vendors must show a current health permit. Work with vendors to cover food to prevent contamination by the elements or pests.
• Weather safety: Weigh down tents to prevent strong wind from blowing them away. A well-defined weather strategy minimizes the risk of damage or personal injury.
• Structural safety: Temporary structures may not be as sturdy as permanent ones, and the risk of collapse is higher. Permanent shade structures installed by reputable suppliers provide an alternative to transient cover.

7. Maximize Space Functionality

Outdoor venues can generate more revenue by becoming multifunctional. Effective usage and layout techniques can transform outside venues into versatile spaces.

• Utilize vertical space: Who said events have to be linear? Expand the usable space of a venue with clever use of platforms to create multiple levels. Adding different vantage points maximizes vertical space while adding to the guest experience. Install platforms at various heights to provide an unforgettable outdoor dining experience. Multi-level structures give diners a unique view of their surroundings.
• Combine event shade structures: Combine shade structures to use every foot of space. Classic canopy structures suit small spaces like ticket booths or conference breakout areas. When grouped together, shade sails can function as the perfect dance floor cover. The magic of shade structures is their versatility. Venues can also generate extra income by charging for parking. For example, cantilever shade structures are ideal for creating covered parking bays.

Choose Effective Event Shade Solutions From USA SHADE

From concerts to wedding venues, shade structures are an excellent way to improve outdoor event spaces. These customizable structures offer sun protection and aesthetic appeal, boosting guest comfort. USA SHADE has led shade fabric structure design and technology for more than 25 years. Our many successful completed projects speak for themselves.

At USA SHADE, we understand that your business may have time-sensitive event shade solution requirements. That’s why our quick ship products have a lead time of just four weeks. Our Shadesure and Coloursure fabrics come in various colors and offer between 82% and 97% UV blocking.

Discover how shade structures can improve venues by maximizing use and increasing revenue. Browse our extensive product range or contact our expert team for custom shade solutions.