Outdoor event planning checklist

As the saying goes, “by failing to prepare, you are preparing to fail”.

When it comes to outdoor event planning, this motto couldn’t be more appropriate.

Indeed, planning for an outdoor event certainly comes with its challenges.

Unlike a traditional, indoor event, various external factors (such as the weather) need to be considered. Here at Marler Haley, we’ve put together an outdoor event planning checklist.

Simply read on to find out how to prepare for your outdoor event and ensure it is a success.

Outdoor Event Planning Checklist

Plan early and be flexible

Whether you’re planning an entire event or simply exhibiting at one, make sure you plan for the occasion as soon as possible.

After all, if you leave everything to the last minute it will only add unnecessary stress to the day (we’ve all been there).

Instead, plan in stages and according to priority.

For instance, book accommodation early to take advantage of early bird discounts.

Arranging transport in advance can also be advantageous and less costly.

To ensure the day itself runs as smoothly as possible, assign responsibilities to each team member and outline what is expected of them on the day (eg transport, setting up stalls etc).

Also, remain unflustered and flexible. Outdoor events are subject to change – whether its times or location, be prepared to meet changing demands.

Make sure your business is discoverable

What use is it paying for the costs of an outdoor event if your brand is not even discoverable?

Attract attention and footfall to your event/stall by using an advertising flag.

Alternatively, there are plenty of other outdoor advertising options that will gain the attention of customers.

This can be a relatively cheap way to promote your business and, what’s more, if you have a brick and mortar business you can continue to use outdoor displays daily after the event.

Prepare for all weather

Let’s face it, the weather doesn’t always play ball (especially here in the UK).

Indeed, it can be a tad temperamental.

In which case, you might consider a pop up tent.

Whether it’s too sunny or pouring with rain, either way, a pop up tent can provide shelter.

Plus, you never know, this may inadvertently direct custom your way!

Our range of pop up tents are simple and easy to assemble and are available in 4 colour options or fully printed with your logo or design.

Essential supplies: Extension cords & more

If you intend to play music or use lighting, or generally anything that requires power, you will of course need a power station.

Extension cords, in this instance, are always handy.

Other essentials that should make your outdoor event supply kit includes: tape, pens, post it notes, first aid kit and business cards.


Have a means of communicating effectively with staff when it gets busy at an event, especially if you plan to exhibit at a large event with multiple stalls or displays.

Walkie talkies or work phones will make life a lot easier on the day, as will a staff work rota detailing who is expected to man the stall/display area and at what times.

Select the right staff

Anyone who is working on the display/stall at an event or exhibition is effectively a spokesperson for your brand, product or service.

That’s why its entirely necessary that you choose the right staff to represent you.

Equally, if you’re planning an entire event and not just concerned with manning one stall, this still applies.

An event full of happy, helpful staff reflects well overall and will ensure people return time and again.

Do you promote your business at outdoor events?

Alternatively, have you ever held one for a cause or company?

What do you make of our outdoor event checklist?

Perhaps you have some other tips for preparing for an outdoor event?

We’d love to hear your thoughts and opinions. Simply comment below.

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Don’t panic: last minute event planning tips


Dos and Don’ts of the Great Outdoors


How to choose the best team for your exhibition

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