The first step to consider when planning an outdoor event is understanding what the weather will look like at the time, and how it could change. When it comes to lighting, being over-prepared for any variation in the weather is essential. The basics of weather considerations for event planning include:
With heavy winds, props and tents could be knocked down if not secured correctly, potentially disrupting setup. Making sure that everything is safeguarded prevents unwanted accidents from occurring that could possibly ruin an event. Lighting fixtures and audio should remain in place without sway or possibility of becoming detached. All rigging should be properly inspected before use.
The backup plan for rainy conditions can depend greatly on the type of event. For example, in weddings, aesthetics are everything, often with a special emotional tie connected to the venue. Delaying a ceremony temporarily, having an indoor space ready, or moving into a tent are the typical alternatives. To ensure smoothness, we suggest having everything ready ahead of time and ensuring the bride and groom will be happy with the relocation. Whereas with outdoor concerts, if the rain is not too bad, ponchos should generally be available for attendees. In terms of event lighting, it is essential that lighting fixtures that are rated for the outdoors are selected.
Heat and cold can both hurt the guest experience and affect lighting, audio, and other props. Be sure that you are aware of how much the temperature can fluctuate and choose lighting fixtures that are ensured to work well in those conditions. In high heat, have plenty of fans to keep the space and the tech cooled down. Not only for guest comfort, but workers and on-site staff need to be protected from intense temperatures to ensure that everyone is working safely.
Snow and ice can have a huge impact on events. Keeping the area warm with portable heaters and keeping walking areas ice-free are necessities. Any chance of water getting into lighting fixtures can be dangerous for performance. Lighting fixtures typically have very specific temperature ratings to be followed.
With an outdoor event, there are many more factors to consider for the basic comfort of the guests and overall safety/performance of the tech involved. However, this does not mean any aesthetics need to be sacrificed. It's important to choose lighting fixtures that highlight the natural beauty of the venue. Subtle event lighting is typically best for this. Just be sure that the fixtures are rated to be outdoors and that the lighting is enough for guests to properly see and be able to navigate the area safely. For example, suspending decorative lighting from trees can create a magical setting, but the trees must be capable of supporting the equipment safely and may require alternative lighting solutions.
For other aspects of the event design, each piece should be very carefully chosen. The aesthetics are incredibly important, but make sure to consider the practicality of every part for the outdoors. For example, an elaborate floral arch may be the centerpiece of the ceremony, but if it isn't engineered to withstand wind, it can become a safety hazard.
Picking lighting for an outdoor event can be a complicated ordeal. However, there are a couple of popular options that have remained a top choice recently, and for good reason. The first are bistro lights. Bistro lights are a classic option that naturally give an outdoor feel. At PORT, we have been incorporating bistro lights in our outdoor events more and more over the past few years. These are a great idea for summer events. They also have a wonderful practical aspect as they provide that soft and warm light we look for that can also adequately light the area.
Airstar balloons are also a fun option that can be considered. These are a great option for outdoor events .. They create a cool visual appeal, while lighting the area extremely well. These lights can come in a variety of sizes, which makes it easier to find something that fits your venue size.
The biggest mistake that occurs with outdoor event planning is a lack of preparation. Make sure you have your Plan A, B, C, etc., and expect the unexpected always. The best events have the best backup plans. What happens in the case that it unexpectedly rains when there is supposed to be an outdoor dinner? Or when the mid-day cocktail hour proves to be too hot and sunny for guests to be completely comfortable? Or when there isn't sufficient power sources for the lighting fixtures you have chosen?
As long as you properly plan backup options, and choose pieces and fixtures made for outdoor conditions, your event will be safe. It is also important that your clients understand the backup plan for a venue if weather conditions cause issues and that they are content with the alternative.
It is incredibly important to have an experienced team in outdoor events, who know how to plan for any variance that occurs. At PORT, our team is well-adapted to working on outdoor events, choosing lighting and production decisions that are sure to fit weather conditions, and coming up with creative solutions that arise. An experienced team ensures a swift response to any issues that may occur as well as the overall success of the event.
Our production team at PORT likes to stay at least three steps ahead of any foreseeable changes. We believe great events require more than great lighting, which is why we're committed to supporting your vision from planning through execution.
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