Key points
- Rain contingency is not "deal with it when it rains". You need a specific alternative venue, a clear decision time, and a way to notify everyone at once.
- Decision time is recommended for the afternoon of D-2. Too early and it's inaccurate, too late and vendors can't adjust.
- There are no sockets outdoors. Calculate total wattage and decide on generators or cables; this is often overlooked.
- The number of sun protection and water points directly affects complaints at summer events.
The appeal of outdoor events is clear: venue fees are low, there's plenty of space, children can run around, and photos look great.
However, all the basic facilities that indoor venues provide—electricity, toilets, shelter, tables and chairs, Wi-Fi—must be handled independently outdoors. Plus, there's an additional variable you can't control.
1. Rain Contingency: The First Priority for Outdoor Events
An outdoor event without a rain contingency plan is betting the whole event on the weather.
A rain contingency must have three essential elements:
1. Specific Alternative Plan
It cannot be a vague statement like "reschedule if it rains". It must be specific:
| Plan | Applicable | Need to Confirm |
|---|---|---|
| Indoor alternative venue | Ideal | Is a deposit required? Capacity? |
| On-site tenting | Small to medium events | Tent rental, setup time, safety in strong winds |
| Postponement | Last resort | Rescheduling terms with venue and vendors, notification costs |
The indoor alternative venue must be booked in advance, and clarify how the deposit is handled if not used. Some venues accept a small holding fee.
2. Clear Decision Time
Recommended D-2 afternoon.
- Too early (D-5): Weather forecasts are not accurate enough, prone to misjudgment.
- Too late (D-1 evening or the morning of the event): Vendors, food trucks, and staff can't adjust in time.
Include this decision time in all vendor contracts or confirmation letters: "The decision to activate the rain contingency plan for this event will be made by 3 PM on D-2, and notifications will be sent out."
3. A Way to Notify Everyone at Once
Once decided, notify within 30 minutes:
- All participants (LINE group, SMS, company announcement)
- All vendors (food trucks, checkpoints, sound, photography)
- All staff
Establish the notification channel at registration, don't wait until D-2 to gather contact numbers.
2. Power: The Most Underestimated Item
There are no sockets outdoors. Every watt you need must be arranged independently.
Calculate Total Wattage First
| Equipment | Approximate Power |
|---|---|
| Sound system (medium PA) | 500–1,500W |
| LED screen | 500–2,000W |
| Projector | 300–500W |
| Booth lighting (per set) | 50–200W |
| Food truck/heating equipment | 1,000–3,000W (high power consumption) |
| Electric fan/industrial fan (per unit) | 100–300W |
| Charging and peripherals | 200–500W |
Add up all equipment and multiply by 1.3 for a safety margin.
Two Power Supply Methods
| Method | Applicable | Note |
|---|---|---|
| Existing site power | Common in parks, schools, campuses | Check capacity of each power point, not just total capacity |
| Generator | When no power source is available | Noisy, should be placed away from the stage; calculate fuel and refuelling time |
The most common issue is "assuming there's power, but it trips". Multiple high-power devices on the same circuit will trip. When inspecting the site, clarify the amperage of each power point and separate high-power devices.
Must Bring
- Extension cords (twice as many as you think you need)
- Power strips
- Waterproof tape (to secure cables and prevent tripping)
- Cable covers or mats (cables crossing pathways must be covered)
3. Sun Protection and Water
Complaints about summer outdoor events are mostly due to these two factors.
Sun Protection:
- One sunshade area (tent or shade) for every 30–50 people.
- Registration, dining, and rest areas must be shaded.
- Queuing checkpoints also need shade, or no one will queue.
Water:
- One water point for every 50 people.
- Distribute locations, don't concentrate them all in one place.
- Prepare ice or ice buckets in summer.
Cooling:
- Industrial fans or misting fans (require power).
- Sun hats or fans as small entry gifts.
4. Flow
Without walls outdoors, flow relies on visual guidance:
- Signs must be large and high: Visible from 10 metres away. Flags are better than signs as they are more visible from a distance.
- Ground markings: Use coloured tape or floor stickers to mark queue lines.
- Clear zoning: Separate registration, checkpoints, dining, stage, rest, and medical areas, avoid overlap.
- Separate entrances and exits to avoid collisions.
The most common mistake is overlapping dining and activity areas—people carrying food between checkpoints will spill, crowd, and slip.
5. Toilets
This is the most easily overlooked aspect of outdoor events and directly impacts the experience.
- One toilet for every 50–75 people (more if the majority are female).
- Rent portable toilets if existing facilities are insufficient, and confirm cleaning frequency.
- Location: Not too far from the activity area (over 100 metres will cause complaints), but not next to the dining area.
- Must have handwashing or sanitising facilities.
6. Safety
- Public liability insurance is essential. Especially necessary for inflatables, climbing, and water facilities.
- Medical station and first aid kit: Clearly located, shaded, with seating.
- Heatstroke management: Essential in summer, staff must know symptoms and treatment.
- Insects: Provide mosquito repellent for grass activities.
- Lost children: Name tags with parent contact numbers, set a clear meeting point for lost children and announce it at the start.
- Strong winds: Tents, backdrops, and flags must be weighted. Backdrops are the most likely to fall.
7. Setup and Teardown
Transport distances are usually much longer outdoors.
- How close can vehicles get? Is manual transport needed? How far?
- Setup time should be 50% longer than indoors.
- Teardown must also be considered: What level of cleanliness is required after the event? Who handles waste? Venue owners usually have requirements.
- Grass protection: Heavy objects and vehicles on grass may incur compensation, clarify beforehand.
Checklist
- Rain contingency plan is specifically confirmed (alternative venue/tenting/postponement)
- Rain contingency decision time is set and included in vendor contracts (recommended D-2 afternoon)
- Notification channel is established (participants/vendors/staff)
- Total wattage is calculated and multiplied by 1.3 for safety margin
- Capacity of each power point is confirmed, high-power devices are on separate circuits
- Extension cords, power strips, and cable covers are prepared
- One sunshade area for every 30–50 people, registration/dining/queue areas are shaded
- One water point for every 50 people, distributed locations
- One toilet for every 50–75 people, cleaning frequency confirmed
- Signs are large and high, ground flow is marked
- Dining and activity areas do not overlap
- Public liability insurance is secured
- Medical station, first aid kit, and heatstroke management are prepared
- Backdrops and tents are weighted
- Setup time is 50% longer than indoors; teardown and waste handling are confirmed
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Figures come from events we delivered and public sources. Actual terms vary by venue and date — always confirm with the venue.