Outdoor events are complex activities that require careful planning, both in terms of entertainment and safety. It’s important that planning for health and safety starts at the same time as planning for all other aspects of the event.
In fact, it should also be as high a priority as, for example, budget planning because when many people gather in the same place, the risk for unwanted events to occur increases. To help you make sure your event is up-to-speed on all things security, we’ve gathered our best tips on how to plan an outdoor event successfully and safely.
Accessibility
Accessibility is also crucial when trying to protect your guests’ safety. To do this efficiently, try to think from the audience’s perspective and see whether the venue is difficult to get to from any major cities or distant neighborhoods.
One of the most important aspects of organizing a safe and successful event is to try and find an outdoor venue that has a parking lot, or at least a good local public transport connection. In addition, think about accessibility for people with possible disabilities so they can get around the venue easily, so ensure that ramps or paths are present. People with hearing or sight loss might also need extra support from interpreters, for instance, if any speeches are to be held during the event.
You should also consider mapping out the site and counting how many visitors you will have around at the event. Ask yourself where they are more likely to spend most of their time, and how you are going to position food stands and toilets.
Plan to ensure the flow is streamlined and avoid any area getting overcrowded. Before hosting the event, walk the site and get a feel for the visitor experience.
Prevent Any Hazards
When organizing an outdoor event, you must be careful and tuck in any cords, cables, or hoses that are used. Your main concern should be preventing any tripping hazards and protecting visitors from falling over them if they’re not covered.
Cords are also often exposed to moisture and different outside factors that can cause permanent damage. For this reason, as the organizer of the event, you should consider using high-quality ADA compliant cable ramps. They are designed to provide a seamless transition from the ground to the surface of a cable protector, enable objects and people to cross cables and hoses more easily, and enhance the safety of your guests.
Ensure Food Safety
Regardless of what type of event you’re organizing, you certainly wouldn’t want your guests to end up with food poisoning. To prevent such a disaster, if possible, make sure to hire a professional event caterer to ensure food safety, especially someone who has experience of catering to large groups.
This should go without saying but food handlers must be well-trained and competent in hygiene practices. There are certain standards set in place for keeping food safe and minimizing any food-borne illnesses. Make sure that the workspaces are kept clean at all times by having the food handlers wash them throughout the food preparation process.
As the event host, you have the responsibility to ensure that your team members are clean and careful and that your guests will be offered food that’s safe to consume. If you have any questions about this topic, you can also ask for events food safety guidance from your local health department.
Space Out Your Guests
With the ongoing Covid-19 pandemic, all of us are aware of how much physical distancing is important but can be a challenge. Walkways at events tend to be very narrow so you must think about spacing out your guests but still make them feel safe and comfortable. The solution is to pre-set your space with seating based on the guest list and the number of people at their party.
You should also map out safe walkways to and from the refreshment area by using signs or decorative fencing so that guests will avoid encroaching on each other’s personal space while trying to navigate the event.
Keep in mind that to discourage guests from gathering too closely to each other, you should avoid having tables with chairs around them.
Final Thoughts
Spring is right around the corner which is the perfect time for gatherings and special events. However, to protect yourself as the host and your guests from potential harm, there are certain precautions you should take.
The listed tips are just a few considerations you should have in mind when organizing an outdoor event and keeping your guests safe.
