Tips for Relieving Headaches of Outdoor Events

Advice from Oklahoma’s First AV Company

It is Spring in Oklahoma! That means many clients are opting to take their gatherings to The Great Outdoors. Outdoor events offer a unique charm and ambiance that indoor venues simply can’t match. However, they also come with their own set of challenges, from unpredictable weather to logistical hurdles.

Not only does Cory’s, a full-service AV provider in Oklahoma City, specialize in alleviating the headaches associated with outdoor events, Oklahoma weather has made our team experts in outdoor event preparedness over the last 70 years. 

Having a team who has seen it all allows you to focus on creating unforgettable experiences for your attendees. Here are some things we have learned along the way:

Weather Preparedness

The weather is perhaps the most unpredictable aspect of outdoor events. Your team of Oklahomans understands that all too well. Despite an event planner’s best efforts, it can often throw a wrench into even the most well-thought-out plans. That’s why we emphasize thorough weather preparedness, including:

• Backup Plans: Clear contingency plans ensure you’re ready to adapt to changing weather conditions, whether it’s moving indoors or rescheduling.
• Shelter Solutions: From tents to weather-resistant flooring, we suggest shelter options to keep attendees comfortable in rain, cold, or heat.
• Vendor Coordination: Our team works closely with other vendors to ensure their services can withstand outdoor conditions, minimizing disruptions due to weather-related issues.
• Forecast Monitoring: We keep a close eye on the weather forecast leading up to and during your event, allowing us to make timely adjustments as needed. It is important for information to be fluid between the onsite production team and the event planning team.
• Emergency Preparedness: With a clear emergency plan in place, you can rest assured that we’re ready to respond swiftly to any weather-related emergencies. Planning this communication process in advance with your production team will save time when it matters most for the sake of safety. 

Infrastructure and Accessibility

Ensuring adequate infrastructure and accessibility is crucial for the success of outdoor events. We highly recommend planning for the following:

• Infrastructure Evaluation: On every site visit with our clients, our team evaluates the level of infrastructure at your chosen venue, addressing essentials like power and rigging.
• Power Solutions: Whether it’s generators, battery packs, or solar power, we provide alternative power options to meet your event’s needs.
• Lighting Arrangements: From dusk till dawn, our lighting solutions ensure your event space remains well-lit and inviting throughout the event.
• Accessibility Considerations: Assess the terrain of your event site to ensure all attendees, including those with disabilities, can navigate comfortably. If not, have a plan for their ability to traverse safely with equal event experience capabilities.
• Communication Solutions: With limited Wi-Fi or cellular coverage, we offer hotspots and alternative communication solutions to keep everyone connected.

Permits, Regulations, and Safety

Navigating permits, regulations, and safety concerns can be daunting. Some things on event planners’ checklist that are often overlooked can be:

• Permit Procurement: We can advise on all necessary permits, from tenting to noise to food and beverage, in compliance with local regulations. If your outdoor event is located outside of your normal operating area, it is important to study up on local regulations. 
• Parking Planning: With limited parking options at many outdoor venues, we suggest strategizing to provide adequate parking for attendees and vendors, with clear communication to minimize confusion.
• Loading In and Out: Can a large truck pull up to the area to unload all of the tents, production equipment, and rentals without damaging the outdoor venue? This is an important evaluation our team will make on your event’s site visit. 
• Safety and Security Measures: From crowd control plans to overnight security arrangements, it is important to remember the safety and security of all participants, particularly for larger or multi-day events.

Solution Flexibility

Your production team should have multiple solutions for the variety of circumstances outdoor events can bring your way. For example, Cory’s deploys mobile LED screens that are a trailer-based, comprehensive, outdoor event problem solver. Not only do the mobile LED screen allow event visuals to be seen in the bright daylight or in the dark of night, the screens also have their own sound system, power, and control system. Because they are mobile, they can be used in multiple settings with little-to-no complex setup time.

More on Mobile LED Screens 

At Cory’s, we understand the complexities of outdoor events and are dedicated to relieving the headaches associated with planning and execution. With our expertise and attention to detail, you can trust us to deliver a seamless and memorable experience for you and your attendees.