Top Tips for Outdoor Event Planning

10 Tips for Hosting an Outdoor Event During the Pandemic

Thinking about surprising a loved one with an outdoor birthday party? Getting married? Looking to host a concert or movie night for your business or organization? Planning a race? Working on finally having that family reunion? 

If you have an event in the works or have planned an event before, you probably know how difficult it is to coordinate every little thing. There are so many moving parts–food, venue, entertainment, music, guest’s needs–and there’s almost always some sort of unplanned hurdle, like bad weather, a picky eater, or technical difficulties. 

What’s more, hosting a safe, fun event during the pandemic is tricky. You want to be able to connect and celebrate, but you don’t want to compromise the health of your guests, friends, or loved ones. That’s why many people have turned to outdoor gatherings as the ideal way to stay socially-distanced while still being able to meet in-person.

With spring just around the corner, there’s no better time to make sure you’re up-to-speed with the logistics and possible hang-ups you could face as an outdoor event planner. Whether you’re a seasoned expert or this is your first time planning an event, follow along! 

1. Visit the Venue in Advance

This may seem obvious, but many people try to “just wing it” based on positive Yelp reviews or Instagram photos. Don’t be that person. Scope out your chosen venue in advance. Examine the geography of the space–Is it hilly? Windy? Muddy? Exceptionally dark? Nobody wants to get married in the shadow of a building! Feel free to measure or draw on paper where you will place things. Making sure you have the perfect spacing of tables, buffets, chairs, bathrooms, bars, parking spots, etc. is especially important during Covid. 

2. Check Permits and Ordinances

Certain outdoor spaces, even in public parks, require paid permits or preliminary reservations. Do your research before showing up. Make sure there are no restrictive curfews, seasonal regulations, party size limitations, or conflicting events happening in the same space.

3. Plan For Accessibility

Making sure your event is inclusive and accommodating for those with disabilities, dietary concerns, or certain physical needs is very important to consider. Do you have wheelchair access? Have you met everyone’s dietary concerns or removed certain allergens from the menu? If you’re showing a movie, video, or on-screen presentation, do you have captions, large print, or an assistive listening device? If you need more information, check out this Accessibility Checklist by Cornell University.

4. Get Electrical

If you’re hosting an event with music or entertainment of any sort, chances are you’ll need plenty of electrical outlets. Many outdoor venues don’t have electricity, so bringing extension cords or a mobile power inverter may be necessary. 

5. Who’s Going to Make It Happen?

What kind of staff will you need to make your event happen? If you’re hosting a tiny family gathering, you can probably manage as a party of one, but in most circumstances, you’ll need help! Will you have an entertainer, like a DJ, musician, or band? Do you need a catering staff to serve food or beverages? Need maintenance assistance to set up the space and keep the venue clean and orderly? Want vendors to sell wares? Considering a collaboration with a professional decorator or florist? Did you think about hiring a photographer to capture your precious memories? Do you need security if you have VIP personnel? … Maybe you just want a private event manager to handle it all for you! We’d understand.

6. Rain Check!

A rainy forecast doesn’t have to ruin your outdoor event. Many outdoor spaces can easily accommodate covered areas like marquees, patios, and tents, but should be coordinated and confirmed in advance. Otherwise, consider choosing a backup space to move to in the chance of inclement weather. 

7. Where Do I Sit?

People care about their comfort, and you should too. Make sure to have plenty of adequate seating, especially if you’re serving a meal. Assigned seating can be a great idea to keep large parties settled. Elderly people in particular will need a space to rest. If the weather is especially hot, people will want somewhere to cool down.

8. Food!

Food builds connection between friends and family, establishing a shared experience. Making sure you have a great selection of food is vital. Have you met the needs of gluten-free guests, sugar-free guests, vegans, vegetarians, or those with an allergy? Consider the age range and demographics of your party–a child’s birthday party will have a very different menu than a lavish soiree. Coordinating the meal is also important–will it come out in courses? Is it a buffet? When will it happen, before or after the presentation? The planning, preparation, serving, and cleanup of food is far more complex than you’d think!

9. Figure Out Your Covid Plan

Adhering to social-distancing and Covid safety guidelines is a crucial concern. Seating guests in reasonably-separated spaces, providing plenty of room for walk-ways and lines to gather, limiting party size, and making sure you’re on the same page as your event staff is important to consider. If you’re going to require masks or proof of vaccination, be sure to let your guests know far in advance. Also, have a way of properly and discretely enforcing these policies–nobody wants to attend a superspreader event!

10. Secure The Sanitation!

If you haven’t thought about your bathroom situation, now’s the time. Making sure your guests have access to pleasant, comfortable restrooms is vital. Nobody wants to wait in line–make sure you have enough units to accommodate your party size. Having hand washing or sanitization stations may be advisable as well.

Portable Restroom Rentals in Kentucky

At Moon Portable Restrooms, we offer a variety of restroom rentals for every kind of special event. Choose between our standard, flushable, and handicapped portable restrooms, or explore our 11 luxury restroom trailers including Porta Lisa, Comfort Elite, 24’ and 28’ trailers, showers, and more. 

Our luxury trailers include offerings such as sophisticated design, heating and air conditioning, stainless steel sinks, flushable toilets, private cabins, full size vanities with faucets, wood grain floors, and more! Plus, we have hand washing and hand sanitizer stations available exclusively through Moon Portable Restrooms. 

If you’re planning a special event in Lexington, Louisville, Southern Indiana, or anywhere in-between, look no further than Moon Portable Restrooms. We have decades of experience serving the region and take pride in our personalized, high-quality service. Our portable restrooms and restroom trailers can be rented daily, weekly, or monthly depending on your needs. Give us a call at 502-776-2199 to get started today!

 

 

Coronavirus and Outdoor Events

As we enter a Summer unlike any other during the pandemic, many of us are figuring out how to safely be around others. Outdoor gatherings or events, when approached carefully, may be a viable option to get together while still staying safe. Let’s take a look at some of the things to keep in mind for outdoor gatherings during the coronavirus pandemic.

Healthy behaviors to prevent coronavirus spread

There are several behaviors that are important to encourage for any people attending a gathering. First, people should stay home from events when necessary. For example, if someone has recently tested positive for the coronavirus, or if they are showing symptoms of the coronavirus, they should not attend any events. If you are planning an event, consider creating policies that encourage this for employees, volunteers, and attendees. Flexible refund and worker policies can help promote safer behaviors.

For people who will be attending an outdoor event or gathering, good hygiene is incredibly important. Regular hand-washing is a key component of preventing disease spread, so easy access to hand-washing and sanitizing stations and areas is crucial. People should also cover coughs and sneezes and wash their hands immediately after.

Cloth face coverings are another key aspect of preventing disease spread. By wearing masks at gatherings, people who may be unknowingly infected keep others safe. Masks are especially important when social distancing is not possible. This distancing is another key component of safe gatherings. People should maintain a distance of at least six feet from people not in their households when possible.

To ensure all of these behaviors are encouraged and followed, make sure you provide necessary supplies and reminders. Post signs that remind people of healthy behaviors in visible locations, and make sure there are enough hand-washing and sanitizing stations. You may want to announce regular reminders to hand-wash, distance, and sanitize. Additionally, you may need to provide cloth masks for people without them.

Healthy environments

There are several key parts of making a safe and healthy environment for outdoor gatherings during the pandemic. Clean and disinfect high-use and shared surfaces on a regular schedule (between use as much as possible). This can include tables, handles, and railings.

Restrooms can be a tricky area to manage too. You can limit the number of people who can use a restroom at the same time. Additionally, you can implement a six foot distance policy for any restroom lines. Make sure to regularly clean restrooms, and stock them with hand-washing supplies. Fortunately, companies like Moon Portable Restrooms can help you get the restrooms and sanitizing stations you need for a safer gathering.

Gathering layouts are important to consider as well. You can consider limiting gathering capacity or seating to enable more social distancing. You can also enforce distancing by creating distance between seats and putting distanced lines or other markers on the ground where lines may form.

If food is a part of your gathering, there are a few other important considerations. There is no evidence that the coronavirus can spread through food directly. However, sharing utensils and congregating in shared spaces to get or consume food can spread the disease. Disposable food service items like silverware and plates can be a safe option. Additionally, you should distance seating areas and clean them as much as possible. You should also avoid self-service dining.

Local context

The most important consideration for any outdoor gathering is the specific local context. At a basic level, the higher the level of community transmission in the place a gathering is held, the higher the risk of disease spread is at the gathering. Every location is experiencing disease spread and impact in different ways, and different cities, counties, states, and countries have their own rules in response. You should always check specific guidance for where your gathering or event may be. That guidance will give you the best idea of specific do’s and don’ts, and whether having your event is allowable or responsible.

Moon Portable Restrooms has years of experience offering the best portable restrooms, restroom trailers, and handwashing stations available to customers across Kentucky and Southern Indiana. For more information, give Moon Portable Restrooms a call at (502) 776-2199.