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How to Plan Outdoor Events 101: Throw a Safe and Fun Party

Keeping people safe – and protecting yourself – at large-scale outdoor events is essential. Instead of worrying about safety protocol, liability concerns, and customer complaints, you can rest assured by planning ahead of time to ensure your event runs smoothly.

How to plan outdoor events

Planning an extensive outdoor event can be time-consuming – but the multi-step process is well worth it in the end when you have all of your bases covered and you can avoid worrying on the day of. According to London AC UK, there are a few primary stages of planning a large-scale event.

1 Plan the concept

The first phase of planning outdoor events is to figure out your concept and scope, such as how many people will be there, the size of the event space, and the required resources. Understanding the event’s timeframe can help you gather the required information and resources for each life cycle stage, including the foundational phase, preparing your logistics, completing last-minute to-do items, and delivering on the day of the event.

outdoor-planning How to Plan Outdoor Events 101: Throw a Safe and Fun Party
The first phase of planning outdoor events is to figure out your concept and scope.

2 Expect the unexpected

The second phase of large-scale planning events is a detailed and comprehensive must-do list that incorporates the creative (objectives) and the logistical side (budgets, data, etc.). Even though you have planned for Options A to Y, sometimes Option Z unexpectedly occurs. In this case, you need to be prepared so you are not caught off guard. Including contingency planning (over-budget finances and records) and emergency protocol is a must-have for every event planner who needs to safeguard their business.

Outdoor-Event How to Plan Outdoor Events 101: Throw a Safe and Fun Party

3 Event management

The last stage of event planning is managing the event itself. After you have completed all the pre-event tasks, you need to make sure that you practice the event ahead of time, schedule a walkthrough at the venue, and speak with your planning and delivery team regarding their daily tasks and overall goals.

Event-management How to Plan Outdoor Events 101: Throw a Safe and Fun Party
You need to make sure that you practice the event ahead of time, schedule a walkthrough at the venue, and speak with your planning and delivery team regarding their daily tasks and overall goals.

What happens if something goes wrong?

Even though you have prepared, something can still go wrong – in this case, being protected is the only way to help yourself and your business. For example, crowds can sometimes be unpredictable and unstable during significant outdoor events, leading to mosh pits, crowd surges, and crowd quake injuries.

Understanding liability before you throw your event can provide you with the necessary education to move forward. According to Ever Wall, there are three types of liability that event planners need to know before throwing their event:

  • Contractual liability – Breach of a contract/written agreement
  • Statutory liability – Understanding the laws and regulations of a specific building/space
  • Tort liability – Determining who is responsible for an accident
event-planner How to Plan Outdoor Events 101: Throw a Safe and Fun Party
Before you throw your event, liability can provide you with the necessary education to move forward.

Who is held liable for crowd quakes and crowd surges?

Understanding liability brings us to this point – which can be held liable for crowd surges, stampedes, or quakes? This dangerous phenomenon results from an unsafe outdoor event that can lead to panic among the crowd.

The most common liable parties during these instances include a rowdy performer who incites people to wreak havoc, local government, security companies, organizers of the event, or the event venue itself. Victims of a crowd quake should hire injury attorneys to determine their rights and determine the responsible party for the accident.

Plan-Outdoor-Event How to Plan Outdoor Events 101: Throw a Safe and Fun Party


How to protect yourself

As you can see, being prepared ahead of time is the most effective way to have a fun, safe, and memorable party. Covering all of your bases, such as detailed party planning, hiring reputable organizations, communicating with all teams on the project, and creating logistical/creative planning goals, is essential to protecting yourself during your outdoor event.

event-planners-675x506 How to Plan Outdoor Events 101: Throw a Safe and Fun Party
Being prepared ahead of time is the most effective way to have a fun, safe, and memorable party.

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