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Making Your Guests More Comfortable at Your Next Outdoor Corporate Event

Planning an outdoor corporate event can be a rewarding experience, but it also comes with its own set of challenges. One of the primary goals is to ensure that your guests and co-workers are comfortable and able to enjoy the event. Let’s take a closer look at a few practical tips to help you achieve that.

Choose the Right Location

The location you choose for your event will help you to set the right tone. Select a site that is easily accessible and offers ample space for all planned activities. Consider a location closer to your office to reduce the travel time for guests, making it easier for everyone to attend. Ensure that the event venue includes all the necessary amenities, such as restrooms, parking, and seating.

Provide Comfortable Seating

Outdoor events often involve a lot of standing and walking, so having comfortable seating options is critical. Here’s what to consider to cater to your guests' seating needs:

●      Variety of options: offer a mix of seating arrangements, including lounge chairs, benches, and picnic tables.

●      Shade: Provide shaded areas with canopy tents or umbrellas to protect guests from the heat and sun.

●      Quiet zones: Create relaxation zones with comfortable seating away from the main activity center, where guests can take a quiet break and chat.

Plan For Weather

The weather will play an important factor regardless of where you are holding your outdoor corporate event. With some planning, you can keep your guests comfortable regardless of the conditions. Renting tents or canopies to provide shelter from sun, rain, or wind allows your event to go on without a weather interruption. Keep a closer eye on the weather forecast and have contingency plans in place for your guests. Depending on the expected weather conditions, offer items like blankets, fans, or portable heaters to keep your guests comfortable.

Considerate Catering

Delicious food and drinks are the heart of any successful event. Cater to diverse tastes and dietary needs by providing various options for your guests and event participants.

●      Buffet-style meal: A buffet allows guests to choose what they like and return for more of what they prefer.

●      Dietary restrictions: Ensure there are options for those with dietary restrictions, such as vegetarian, vegan, gluten-free, or allergy-friendly foods.

●      Beverages: Offer a selection of beverages, including water, soft drinks, coffee, tea, and perhaps a few refreshing cocktails or mocktails.

Engaging Activities

Activities and entertainment keep guests engaged and ensure they have a memorable time. Your event activities should reflect the subject or theme of your conference. You can set up areas for games, hire a DJ, or host live musicians to provide dancing or cocktail-style music. You can also organize team-building activities or workshops that encourage interaction and collaboration within your team.

Prioritize Guest Safety and Accessibility

Nothing ruins an event more quickly than an accident or an injury. Safety and accessibility should always be top priorities when planning a corporate event.

●      First aid: Have a first aid kit on hand and ensure that someone is trained in CPR at the event.

●      Accessibility: The venue you choose must be accessible to all guests, including those with disabilities. This may include having ramps, accessible restrooms, or seating areas arranged with consideration for those in wheelchairs.

●      Hygiene: In the age of global pandemics, it’s essential to provide hand sanitizing stations and ensure that all food is prepared and served hygienically.

Clean Space

A clean environment contributes significantly to guest comfort. Place plenty of trash and recycling bins around the venue and schedule regular emptying. Have a cleaning crew on standby to keep the area tidy and address any spills or messes promptly. Also, ensure that the facility bathrooms are maintained for cleanliness throughout the event.

 

By paying attention to these details, you can create an outdoor corporate event that is enjoyable and comfortable for everyone. A well-planned event boosts morale, strengthens professional relationships, and leaves a lasting positive impression.

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