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Outdoor Corporate Event Planning Guide for 2024

Planning Outdoor Corporate Events

Step-by-Step Outdoor Event Planning Guide

Planning a corporate event is no walk in the park. However, planning outdoor corporate events is a great way to get your team engaged while helping everyone relax and have fun! Outdoors and outdoor event planning comes with its own set of challenges, but we're here to walk you through each step of the process to help you host a fun and relaxed outdoor company event!

Hosting an unforgettable corporate event outside starts with a ton of planning and organizing. Developing a well laid-out plan from the beginning ensures that you won't forget an important step along the way like paying the catering company or reserving tent rental. Follow along and you'll be in great shape.

1. Determine the Event Guest List

One of the best parts about hosting an outdoor corporate event is that there's not a fire code or maximum occupancy in most cases, meaning you can invite the whole company if you decide to. If you are planning a company-wide event, make sure to invite everyone. If you don't have the budget for an event of that scale, break up the company into teams and host a few smaller, more affordable gatherings.

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3. Establish a Budget for Your Corporate Event

After you figure out how many guests you expect to attend your event, it's time to determine the overall budget for your event. You don't need to dedicate every remaining dollar in your budget for a party, but make sure you have enough money allocated to host a memorable event. Here's a look at some expenses to consider.

Outdoor Corporate Event Expenses

  • Venue Rental: can be either a flat rate or hourly rate. Can range anywhere from $100/ hr to $2,000+/ hr.
  • Food and Drink: amount needed to cover meals, appetizers, beverages, and alcoholic drinks for all guests.
  • Event Staff: could include servers, bartenders, caterers, cleaners, photographers, drivers, tips, etc.
  • Transportation: organize transportation to the event if it's a long drive. Offer Uber or Lyft credits if alcohol is being served.
  • Entertainment: any musicians or performers you want to book as entertainment at your corporate event.
  • Equipment Rental: chairs, tables, tents, canopies, yard games, lighting, sound system, etc.
  •  Staff Gifts: finish the event by sending your guests home with a gift box featuring custom merch with your logo!

4. Select an Outdoor Event Venue

Outdoor event venues can be just about anything, but you have to make sure it can accommodate your plans and your group. The cheapest way to do this is to simply host an event outside your office in a grassy area or in the parking lot. Of course, that's not going to drum up that much excitement around the office though. You should also consider active events like golfing, skiing, hiking, or skating. Don't want to rent equipment and organize food service? Check out event space rental options at a local winery, orchard, or outdoor restaurant!

Choose a space for your outdoor corporate event.

Outdoor Venue Ideas for Corporate Events

  • Outside of your building or in the parking lot
  • Park
  • Golf Course
  • Outdoor Event Center
  • Ski Area
  • Apple Orchard
  • Pumpkin Patch
  • Winery
  • Restaurant with ample outdoor seating
  • Backyard
  • Ranch
  • Open Air Boat

5. Planning Food and Drinks for Your Outdoor Event

In general, outdoor events require more planning up front than indoor events because you don't have access to a kitchen. If you don't want to plan the menus for your outdoor event then you can always hire a catering company or host your event at an outdoor establishment with a kitchen onsite, like a golf course or winery. However, if you aren't afraid to get your hands dirty then handling food preparation internally is fun and saves money. A company cookout, picnic, or potluck are all great ways to handle food prep for a company party. Just be sure to ask your attendees about any food allergies they have in advance and keep the ingredients to all your dishes handy.

 

Dinner

Food Service Options

  • Catering – hire caterers to provide food and drinks.
  • Order from a restaurant – order takeout or delivery to the event.
  • Provided by venue – pick a venue with a food service available.
  • Picnic Style – bring pre-made food for everyone to enjoy.
  • Cookout or BBQ – cook up the food yourself right there at the event.
  • Potluck – have everyone bring something tasty to share.

6. Send Out Invitations

Grab your guest list and start inviting people to your company party! On your invitation, provide all the important information about the event and give your guests an option to RSVP and note any food allergies. Digital invitations are a much easier way to go here unless you're feeling nostalgic.

    7. Rent Equipment and Order Supplies

     Hosting an outdoor event is safe and fun, but there are some more things to consider than an indoor event. Most obviously, you have to deal with the weather. You have to schedule your event long before any forecast is available, so you just have to be prepared for anything. That means renting tenting or a large canopy is a must. You'll also need to rent any tables, chairs, yard games, and everything you need for serving food and drinks.

    Outside of rentals, you should provide your guests with apparel that's fitting for the weather during the season in which your event is scheduled. Depending on the season, you could provide custom logo jackets, T-shirts, sweatshirts, or hats. Also, no party is complete without some custom party gifts for your guests!

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    Outdoor Party Supplies Checklist

    • Tables and chairs
    • Tent or canopy 
    • Paper plates
    • Napkins
    • Knives, forks, and spoons
    • Food and drinks
    • Plenty of water!
    • Apparel fitting for the event
    • Event swag bag

    Outdoor Company Party Ideas

    Now that you have a playbook to host the ultimate outdoor corporate event, let's decide what kind of outdoor event you want to host! Check out our seasonal event planning guides for event help specific to your time frame, or just check out some of our favorite outdoor party ideas that we've included below.

    Summer Outdoor Corporate Event Ideas

    Company Golf Outing

    Fall Outdoor Corporate Event Ideas

    Fall Outdoor Volunteer Event

    Winter Outdoor Corporate Event Ideas

    Snowball Fight

    Spring Outdoor Corporate Event Ideas

    Company BBQ

    • Company 5K Race
    • Patrick’s Day Party
    • Company Picnic
    • Drive-In Movie
    • Cinco De Mayo Party

    Next Steps

    You're ready to put your party-planner hat on and start planning an outdoor corporate event that your colleagues will never forget! Remember, make sure to rent event space as early as possible, competition has never been higher. Contact us at Merchology to find the perfect custom merch and branded gifts for your outdoor corporate event!

     

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