Picture this: a bright blue sky, glowing golden sun, light breeze, temps at an even 74 degrees, not a mosquito in sight. 

Isn't that how we all would like our outdoor events to occur?  Reality tells us that on any given day, our outdoor event can be a seamless accomplishment or a day riddled with stressful situations.  Through first hand experience and some research, I have learned a few things along the way about planning successful outdoor programs.  Here are some points of consideration to work through as you plan an outdoor program. 

The initial steps in planning an outdoor event are like unto most other programs we undertake in student activities.  We determine our date, target audience, reserve our space, secure our talent, and plan the publicity campaign.  Outdoor events require us to take the basics a bit further. 

• Start the permit acquisition process early!  Many cities have regulations about noise, public events, food vendors, and street closure, among other things.  The application and approval process can take anywhere from a few days to over a month.  In addition, there may be fees, insurance requirements, or other documentation required to secure necessary permits.  The city may have regulations about needing police on location, having EMS on site, or even representation from the fire department at your program.  Depending on your campus location, city size, and other concurrent events in the area, you may be asked to make modifications to your original plan in order to be granted the necessary permits.  Some campuses may have additional regulations, above and beyond what the city asks for.  Start your communication with campus safety and the campus reservations/planning office early.  The staff can be great advocates for your outdoor event and likely have additional insight as to the specific requirements.  Don't let not having your permits in line rain on your parade!

• Take a walking tour of your location with your master event plan in hand.  There are many venue options for outdoor events.  Some of us will hold the events on campus in familiar locations, while others of us may hold them off site at a park, amphitheater, or street.  It is important to look at the location with a bird's eye view and a fine tooth comb.  Consider how patrons will enter the event, where the stage will be located, and where vendors will be set up.  Look for power and water sources.  The absensce or presence of power and water can have a major impact on both your budget and the overall event execution.  Look for restroom locations nearby, ensuring there is an ADA compliant facility and a reasonable number of facilities available in relation to your anticipated audience.  A quick Google search will give suggestions for ratios of the number of restrooms needed for a given audience and event length.  Determine where load in and out will occur.  The closer the vehicles with necessary equipment can get to the desired location the better!  Find out if the location has a sprinkler system and how to make sure it is turned off for the duration of the program.  In addition, determine if the location allows stakes to be placed in the ground for tents, promotional displays, etc.  Often underground systems are too close to the surface and alternate methods of stabilizing equipment is needed.  Even in the most familiar setting there can be surprises.  Taking time to thoroughly review the location is worth every minute.   

• Here comes the sun...or wind...or snow...or rain...  The variable of weather is a major consideration for any outdoor event.  Unfortunately it is one that we have no control over.  When planning for your event, make contingency planning a priority from the inception. Too often we don't plan for the weather until the clouds are rolling in, and there are few options outside of running for cover.  Depending on the event, secure an alternate location for the same date and time as the initial program.  If an alternate location is not reasonable or available, plan an alternate date.  Remember to include the weather back up plan on the promotional material so patrons are fully informed.  Some events can go on if there are only minor weather issues.  Tent rental may help.  Another source for planning are weather records.  Looking online for the history of weather patterns for a given date or series of dates can provide insight (such info is readily available online).  Weather insurance is also an option for outdoor programs.  Rates are determined based on the likelihood of weather issues to arise, the amount of financial risk involved, and other similar factors.  Weather insurance is pricey, but can protect losses in cases of large scale event cancellation.  Make sure to do your research, contact previous clients, and get appropriate campus approvals before purchasing a policy.  Most performer contracts have a weather clause.  Often, the contract states the act will be paid if they are ready and willing to perform.  Have a discussion with the performer or his/her agent.  Don't sign a contract unless your comfortable with the weather provisions. 

• Safety and security are important to consider in all event planning, and outdoor programs are no exception.  If you are holding a closed event on campus, often the university's campus safety officers are sufficient.  If the event is off campus or open to the public, additional security planning measures are necessary.  Communicate with your campus safety department and the university's emergency management committee.  These organizations will likely have insight as to important considerations to make.  Determine if the event needs a controlled access point, or if open access is the route to go.  Hold a meeting with security and event management folks to go over the master event plan, expectations, and the type of behavior you are and aren't willing to allow.  It is also important to have this discussion with student event staff too.  Be sure to let them know what situations they may address and when you would like for them to call in additional support.  Another security consideration is the event talent, stage, and hospitality area.  Most performer contracts outline security requests.  We want the acts to be focused on giving the best possible show, and not to be concerned with the security of the event.  We can't prevent every issue from arising, but we can take the role of safety and security very seriously. 

• Creating the right mood for your event is very important in patron satisfaction.  Poor sound and limited visibility are a detrimant to the overall perception of any event.  Outdoor locations present acoustic issues that may not be a problem indoors.  Being aware of competing sounds (traffic, trains, airports) is important.  In addition, work with a professional sound engineer to plan and execute the appropriate amplification system.  Both the performer and audience need to be able to hear well.  Nothing loses an audience's attention faster than not being able to hear.  Outdoor locations also have competing elements for visibility.  Street lights may interfere with stage lighting, and trees or hills may block the view from certain areas of the venue.  Selecting an outdoor location that easily holds your anticipated audience is also important to creating mood.  If you are expecting 500 people, try to avoid picking a location with room for 2,000.  Even if you hit your attendance goal, having 75% of the space empty detracts from the vibe of the program. 

 So...after reading all that, do you still want to hold your event outdoors? I hope so!  Preplanning, contingency planning, and building great collaborative relationships will lead to outstanding events- the kind that make memories for our students and the front page of university promotions.  A final point-keep in mind is that we can't control everything (I know, fellow programmers, take a deep breath...it's true).  Be ready and willing to utilize flexibility on the day of your program. 

Now, let's welcome spring and fall with a calendar full of stellar outdoor programs!