The outdoors may provide a refreshing backdrop for a summer company event, and can lead to both a relaxing setting and an elegant one.
“Outdoor venues could be more enjoyable for events requiring more space, such as those with young kids running around. They could lend themselves beautifully to event planning, and can give you a chance to spread out,” says Anne Thatcher, co-owner of Poulsbo’s Farm Kitchen, which includes indoors and outdoors event spaces.
Planning an outdoor event is similar to an indoors one, but there are several new details to consider.
One, the weather — it probably goes without saying. “We have the weather to deal with in the Northwest, so keep in mind you’ll likely need plan A and plan B, says Melissa Bryan, owner of Lush Parties & Events on Bainbridge Island. Plan A, of course, is gorgeous weather. Plan B is the rest of the time, which could be quite often, the Northwest being what it is.
Some outdoor venues may include a building or shelter. If they don’t, plan on a tent. “Most tent companies will allow you to reserve a tent and pay half up front. That’s your insurance,” Bryan says. “If you need it, pay the balance and utilize it, and if the weather’s good, you can forego the deposit and not use the tent.”
Sometimes even good weather could be too much of a good thing — plan C means being prepared for heat, both with adequate water, sunscreen and, once again, shelter or tent. “You have to have a bad weather plan, and this summer, can include 90-plus temperatures,” says Sharon Snuffin of Snuffin’s Catering in Gig Harbor. “You can’t expect people to sit in the sun for two hours.”
The food in an outdoor setting can be very simple — barbecued hot dogs, for example — or every bit as elaborate as inside a building. One thing to consider, however, is whether the caterer will have to prepare the food onsite. If the company has to bring its own equipment, that will drive up the cost of catering.
“Make sure the caterer can work in a remote kitchen in an outdoor environment,” Bryan says. “There is a perception a caterer can cater anywhere, but preparing in a restaurant or kitchen is different than doing it at an off-site kitchen.”
For one, the food must be covered, and extra measures taken for keeping it cold, like ice, Snuffin says.
Activities are a consideration as well. “Keep all age groups in mind and plan activities for different groups,” Thatcher says. That means providing quieter spaces for adults as well, since not everyone will want to play games or participate in other activities, she says.
As with all events, the farther ahead you plan, the better. Bryan says if the season proves rainy, “there are not enough tents to go around” at the last minute. “Even historic weather patterns can be wrong,” she says. “Always have plan B in place.”
