Indoor vs. Outdoor Event Venues: How to Pick the Right Event Plan Option
Indoor venues and outdoor event venues both come with their own set of pros and cons, so evaluating the values of each is an important first step to planning an event.
Here Are The Best Ways to Decide Whether Outdoor Event Venues Are A Better Fit Than Indoors
1. Select whether to go outdoors or indoors by considering your event’s time of year
No matter the event, be it corporate or social, it’s up to the planner to always keep the guests’ comfort levels in mind. If the event is in August, for example, you won’t want to host it outside unless a fully air-conditioned tent is within the client’s budget.
While you may love to soak up the sun, guests may not quite feel. Likewise, an outdoor event in December could leave everyone shivering, depending on where you’re located.
Spring and fall, however, are beautiful times to be outdoors in many regions, so guests will love the fresh air and breezy weather. Make your event memorable during either of these seasons with spring event themes here, and amazing fall event themes.
2. Also consider your event’s budget when picking an outdoor vs. indoor venue
As it is with many things, the event budget is an important piece of the puzzle. Outdoor events often need a tent to be factored in, which can be very expensive but often necessary.
In some areas of the country, summer means afternoon showers–and I guarantee that nothing ruins a party faster than guests being rained on with nowhere to go! Beyond the cost of the tent itself, your client will also need to pay for permitting and dÃ©cor for the tent. This is why it’s important to know how much wiggle room you have with the budget.
3. Consider your event’s size when selecting an outdoor vs. indoor venue
The size of the event is another major consideration that planners need to keep in mind. Tying back to the budget, small events are understandably more affordable than larger ones.
However, with outdoor events, keep in mind that longer guest lists equate to larger tents, which can really run your budget up.
4. Think about your dÃ©cor specifics to help decide on an outdoor event venue
Get an idea for the vision that your client has. The level of dÃ©cor may differ depending on the space. For example, if a client wants a candle-heavy event, this is often permitted at outdoor venues, but indoor venues may require using battery-operated candles instead.
On the other hand, a client that wants lots of chandeliers and hanging fixtures will find it easier to manage at an indoor venue.
5. Try to find a compromise if an outdoor event location doesn’t look like the right fit
If a client truly wants an outdoor event, try and compromise by finding a venue that offers the best of both worlds. For example, a property that has a courtyard alongside a main room gives guests the opportunity to go in and out as they please. Indoor outdoor venues with these combinations are excellent for the balancing act.
Here Are The Best Questions to Ask Event or Wedding Venues
Once you have an idea of what type of venue your client wants, it’s time to start qualifying to find the best of the best. Here are some questions to ask that will help guide your decision:
1. Questions to ask indoor venues when planning an event:
- What dÃ©cor are we allowed to use? Can we use real candles?
- What is the maximum capacity? Is that for seated or standing?
- How many people can fit comfortably and still have room to move around?
2. Questions to ask outdoor event venues:
- What is the noise ordinance in the neighborhood?
- Are we allowed to have amplified music or does it have to be acoustic?
- What is the venue’s rain plan? Is there a large enough space indoors to relocate?
- Is there electrical outside?
- Are there restrooms onsite?
At the end of the day, a successful event is all about your satisfied client. Whether they want an indoor venue or an outdoor one, it’s important to walk through all of the logistics of their decision and put on the best event possible.
Now you’re ready to select the perfect outdoor or indoor event venue!
Have any crazy stories about near-misses or downright duds while planning outdoor events while you were learning the art of event planning? Tell us about it on Twitter @socialtables and on Facebook.
Up next, discover how to plan an event in a few simple steps, and how to create a great event seating chart for outdoor and indoor events.