Nothing says “thank you” to your employees like hosting a fantastic party that shows how much you appreciate their hard work. Unfortunately, those parties don’t come cheap. In fact, most businesses spend about $75 per employee every time they throw a party.
Hosting an outdoor business party is a great way to cut down on your costs and stretch your budget a bit further.
However, planning that outdoor event isn’t as easy as planning an indoor party. Here are a few tips to help you plan the perfect event without breaking the bank.
1. Find the Perfect Venue
Finding the perfect place to host your outdoor business party can be tougher than you might think. Whenever possible, try to find ways to host the party on your company’s property. This will save you money and allow you to increase your available budget to make your party more fun.
If your property is too small or doesn’t have an appropriate outdoor space, look for large public areas that can accommodate your guests. Local parks often have group shelters that you can rent for large gatherings at a relatively low price.
Whatever venue you choose, just make sure it’s versatile and can comfortably fit everyone you plan to have on-hand. Keep in mind that you’ll need space for your caterers and support staff in addition to your guests for the duration of the event.
2. Reserve Tents for Foul Weather
No matter what the forecast says, you’ll never be able to predict the weather with complete accuracy. The fastest way to ruin an outdoor business party is to not be ready for bad weather.
When renting party spaces for outdoor gatherings, look into tents and canopy rentals, too. Set the tents up the day of the event as a backup plan in case a sudden rainstorm kicks up. You can even add a few tables and chairs to the setup for guests who want to get out of the wind or sun for a few minutes.
Try to rent large enough tents to accommodate all of your guests if the weather turns. Remember, the point of having an outdoor party is to give your guests space to move and relax. If your tents are too small, it will cut down on your guests’ enjoyment.
3. Make Sure You Have Enough Seating
You can never have too much seating when you’re hosting a party and it’s no different if you’re hosting it outdoors. When planning your event, make sure you rent enough chairs or benches for your guests to use throughout the event.
Space them out so guests don’t feel overcrowded. Just make sure to set up chairs in groups so guests can gather in comfort and enjoy their food and drinks.
Feel free to stagger tables around and incorporate standing tables into the mix for guests who prefer to lean rather than sit.
4. Rent Enough Restrooms for Your Team
One of the biggest problems companies face when hosting outdoor parties is a lack of restrooms. Most venues will have at least one or two restrooms close to your event, but those may not be enough to accommodate your guests.
Instead of relying on one or two public restrooms, rent additional restrooms for your event.
Work with your local porta potty rental company to determine the right number of units based on your estimated guest count. Most companies also have handwashing stations you can rent to help your guests clean up without having to leave the party.
The rental company will be able to handle both the setup and takedown process for you so all you’ll have to worry about is enjoying the event.
5. Invest in Great Food
One of the best ways to show your employees and guests that you value them and appreciate their attendance at your event is to invest in great food. Work with local caterers to create a stellar menu that will make your event stand out in your guests’ minds for years.
If you’re hosting the event on public land or at your private business, you’ll be able to use any caterer you want. However, if you’re renting an outdoor space from a dedicated event venue, you may want to check with the venue first. Most event venues have a list of preferred caterers that they work with.
Some venues require that you choose a caterer from that list if you host your event on their property. If you decide to hire someone else, you could lose your deposit or have to find a new venue at the last minute.
6. Remember Your Lighting and Audio Equipment
Most outdoor events tend to run late into the evening. This means you’ll want to rent lights and lanterns to make the event more fun and enjoyable even late at night.
Choose lighting options that add to the ambiance of your event. If you have tents, light them with string lights to create a cozy and inviting feel. If you’re hosting the event out in the open, put lights on each table so guests can see who they’re talking to.
You’ll also want to rent a good sound system so your guests can listen to music, announcements, or speakers throughout the night. These systems can range from simple to complex, but do what you can to stick to your budget. Remember, a rental sound system doesn’t have to be state-of-the-art to do the trick for your event.
Planning the Perfect Outdoor Business Party Is Easy
As an employer, you want to make sure your employees know that you appreciate everything they do.
Hosting an outdoor event is a wonderful way to show the people that you appreciate them and want to thank them for their work and dedication. Keep these tips in mind and you’ll be able to plan an outdoor business party that your team will remember for years to come.
Looking for more tips and tricks to help take the stress out of planning your company-wide events? Check out our latest posts.