Outdoor Event Planning Checklist: Things You Can’t Overlook

Outdoor Event Planning Checklist: Things You Can’t Overlook

Outdoor Event Planning Checklist: Things You Can’t Overlook

Outdoor events are all the rage this summer. There’s nothing like raising a toast with your pals while soaking up the hot sun.

So, the question is, How do I come up with the perfect outdoor event planning checklist? Let’s explore the most important factors you need to know when it comes to kicking off a summer event.

How to plan an outdoor event 

When you come up with an outdoor event planning checklist, the first things that come to mind are likely the venue, budget, and theme. But, these are the obvious features you need to consider when renting an outdoor event space.

There are many other aspects that may be less obvious but are just as important to think about when planning your event.

Factors to consider for your outdoor event ideas

So you’ve found your venue, you know your event’s theme, and you know who’s coming. Great! So, what’s next?

Here are the factors of an outdoor event that you don’t want to overlook.

Stay cool

On hot summer days, staying cool should be a top priority on your outdoor event planning checklist. Being too hot can ruin a fun summer event. No one wants to be sweating so much that their clothes stick to their skin, and their hair is a drenched mess. It’s just not comfortable.

Fortunately, there are a couple of easy tips for keeping you cool on a hot, sunny day.

Misting fan

Cooling fans for outdoor events are a must! One of the best ways to protect your guests from excessive heat is a simple misting fan.

Misting fans are very effective solutions to cooling your guests down. They can decrease the temperature of the air surrounding you by a whopping 30 degrees! As a bonus, these fans don’t make a loud noise when in use. So, you won’t have to fret over your fun event being interrupted by blaring motor noises.

You also won’t have to get a personal fan for every single person attending the event. On average, most misting fans emit breezes that can reach up to twenty feet away. Thus, one fan can be enough to keep a group of friends cool.

Hydration, hydration, hydration!

Hydration stations are a great idea to consider for your outdoor event planning checklist. For summertime events, especially ones with booze, hydration is key to a fun night. Providing sufficient hydration stations prevents the unpleasant and dangerous effects of dehydration.

Pro-tip! Give some love to our environment by offering brand water bottles to promote your event. This is a great way to kill two birds with one stone! First, it will allow guests to refill their bottles and avoid using plastic water bottles. Second, they’ll have your branded water bottle to take home, which will keep your brand at the top of their mind.

Stay dry

It’s always smart to have a backup plan for your outdoor event space. We’ve all experienced unpredictable weather. It can be gorgeous and sunny one moment and cloudy and wet the next. At an outdoor event, no one will want to hang out in the pouring rain.

Checking the weather before your event won’t guarantee that it won’t change. This is why a rainy day strategy is essential to avoid a last-minute cancellation of your event.

Pole Tent

Adding a pole tent to your outdoor event planning checklist will save your attendees from experiencing poor weather. Pole tents are available in a wide range of sizes to accommodate the number of guests you have. Also, these heavy-duty tents can withstand the most treacherous weather conditions.

Party canopy

Party canopies are quick to install and are relatively cheap. They can be put together by just two people in under a half-hour. A lightweight vinyl canopy cover will provide sufficient rain protection for you and your guests. Plus, you can create some moody vibes with outdoor event lighting. An easy way to set the mood is to string warm-toned lights along the inside of the canopy.

It’s important to note that tents and canopies are great to have at an outside event, even if the weather stays dry. This is because they provide ample shade and create another social area for people to hang out in. So, it’ll be worth your buck!

Stay energized

Having good food available is critical for any outdoor dining event. We need food to keep us strong and energized, especially on hot summer days. Thus, food trucks and catering are two fabulous options that won’t let your guests go hungry!

Food trucks

If your outdoor event planning checklist doesn’t have food trucks on it, you could be missing out big time! Calling your favorite local food trucks is an awesome option that everyone will love. Not only do they provide tasty choices at affordable prices, but food trucks are also convenient. This is because you won’t have to worry about setting up or cleaning up for the food preparation for your event.


Hiring a catering company lets you leave the food service to the pros. It’s a smart way to take some stress off your plate while you host your event. Having caterers will also give your event a sense of professionalism as they keep things running smoothly.

Pro-tip! Keep your catering set up under your tent or canopy in case the weather takes an unexpected turn. Nothing’s worse than soggy food!

Stay comfortable

Ensuring your attendees’ comfortability is a crucial aspect of your event planner list. When your guests are comfortable, they’re more open to socializing and having a good time.


Let’s be real– when you gotta go, you gotta go! Your outdoor event planning checklist should include restrooms. This is important so that no guest is ever uncomfortable or has to leave the premises. You can get portable restrooms or porta potties delivered to your event site.

Emergency kit

Knowing you have emergency items on hand will make you feel more secure and comfortable at the event. More importantly, an emergency kit keeps everyone safe. Here are items you should make sure you have in your emergency kit.

  • Epi-Pen
  • Band-Aids
  • Insect repellent
  • After Bite
  • Tylenol/Advil
  • Sunscreen
  • Aloe Vera
  • Hand sanitizer

Stay entertained

Music makes us feel things. It helps us connect with people and sets the atmosphere for any event. But, most importantly for a summer event– music makes us dance.

It’s crucial that everyone can hear the music playing to keep them vibing all night long. This is why a solid sound system is key to ensuring your guests have a good time. So, make sure to add speakers to your outdoor event planning checklist.


The best subwoofer for outdoor events is a Forza 10. This subwoofer can stand up to the harshest weather conditions. Also, it has a unique design that allows it to easily blend in with outdoor foliage.

Your perfect outdoor event planning checklist

With these factors in mind, you can rest assured you’ll have the perfect outdoor event this summer! Add these ideas to your outdoor event planning checklist as you prepare your party of the season.

Don’t want to deal with planning an outdoor event? No problem! We’ve got one all planned out already! Come out to The Pourhouse Alleyway on July 2nd and enjoy some electronic vibes!