Overview

Hosting a successful outdoor event takes detailed planning and coordination. With over 26 years of experience, RentMobileStage.com shares proven tips to ensure your event is smooth and successful.

Key Tips

  1. Define the Event Purpose:
    • Determine what you aim to achieve (e.g., branding, charity, block parties, graduations).
  2. Budget Carefully:
    • Include revenue (sponsorships, ticket sales) and expenses (permits, insurance, security).
  3. Commit to Safety:
    • Prioritize safety for spectators, talent, and planners.
  4. Plan Your Main Stage:
    • Crucial focus point. Plan its placement regarding sound, spectators, food courts, and restrooms.

Step-by-Step Guide

  1. Create a Budget:
    • Plan well, checking and re-checking all costs.
  2. Form a Diverse Committee:
    • Include varied representation for broader perspectives.
  3. Advance Planning:
    • Start planning at least three months to one year in advance.
  4. Measure Success:
    • Develop tools to gauge attendance, funds raised, and new attendees.
  5. Choose the Right Location:
    • Ensure the venue can comfortably accommodate everyone.
  6. Secure Permits:
    • Inquire early with local authorities about necessary permits.
  7. Consider Weather:
    • Pick a date with favorable weather conditions for your event’s specifics.
  8. Insurance Requirements:
    • Obtain general liability insurance and consider rain insurance.
  9. First Aid Stations:
    • Have first aid on site and ensure local emergency contacts are accessible.
  10. Sanitation Services:
    • Organize port-a-johns, trash bins, and a cleanup crew.
  11. Power Solutions:
    • Arrange for generators and ensure adequate lighting for night events.
  12. Logistics Planning:
    • Create detailed maps for vendor placements and traffic control.
  13. Efficient Load-in and Load-out:
    • Schedule stage setup first, followed by other vendors.
  14. Hydration Plan:
    • Ensure constant supply of water for everyone involved.
  15. Define Event Purpose:
    • Tailor your stage and event needs based on the type of performance or gathering.
  16. Choose the Right Stage Size:
    • Various stage sizes are available, ensure certifications for safety standards.
  17. Audio Considerations:
    • Match your sound system to audience size and event type.
  18. Lighting Needs:
    • Decide on lighting based on the complexity of the event.
  19. Use Banners for Promotion:
    • Generate funds through sponsorships and promote via banners.
  20. Effective Advertising:
    • Utilize digital platforms and traditional media to promote your event.
  21. Curate Vendor Selection:
    • Balance vendor types and avoid overcrowding similar food options.
  22. Volunteer Coordination:
    • Utilize volunteers effectively; they can help boost local event pride.
  23. Ensure Security:
    • Especially near high-traffic areas like ticket booths and the stage.
  24. Organize Parking:
    • Plan parking with space for emergency vehicle access; decide on charging fees.
  25. Define and Align Event Purpose:
    • Make sure the event matches its intended goal (inform, entertain, educate).
  26. Gratitude and Acknowledgment:
    • Thank sponsors, volunteers, and supporters post-event for their contribution.
  27. Creative Promotion:
    • Leverage all available channels, from school newsletters to social media, to publicize your event.
  28. Foster Community Relations:
    • Build positive relations with the community throughout the planning and execution.

For more guidance and to plan your next event, contact RentMobileStage.com at 305.726.6743.

Ask for Mike, Steve, or Mary for expert assistance.

Thank you for considering our event tips!