THE ULTIMATE SUMMER EVENT CHECKLIST

As the trees begin to regrow and flowers begin to bud, it is now the time to start preparing for spring and summer outdoor events. There is a lot of work that goes into preparing any type of event, but there are some extra things to consider when planning the ultimate outdoor event or summer festival. Wizard Studios knows firsthand that there is a major difference between producing events inside a set venue versus outdoor special events. There are even more factors to consider going wrong when you’re leaving it all up to mother nature. 

Events that take place outdoors generally require extra care when considering infrastructure, such as what sort of power must be brought in, what equipment will stand up to the elements, what happens if there is a rain shower, where will the bathrooms go, etc. You have to do a lot of work to plan for anything ahead of time.

We’ve put together a list of criteria you should think about when preparing for an outdoor event or festival. Here’s a quick look before you start reading:

• Solidify your event goals

• Determine your budget

• Secure the perfect venue

• Book your event’s entertainment and vendors

SOLIDIFY YOUR EVENT GOALS

Before you even begin the planning process, it is crucial to solidify your goals for what success means for your outdoor event or festival this summer. Is it a number of ticket holders? Is it booking a certain talent for entertainment? Brainstorm with your team to think of all your goals, big and small, and get them down on paper. These goals should guide your planning process and point you and your team in the direction of what actions to take to ensure success. At Wizard Studios, we believe that no idea is big. We always find a way to say “yes” and with the right mindset and people, we can make just about any event dream come true. That being said, here’s a list of some potential general goals to help you brainstorm: 

• Book [instert name here] as a headliner

• Sell more tickets

• Offer the most sustainable experience possible 

• Increase social media engagement and media coverage 

Once you’ve decided on your big goals, take a look at each one and narrow it down to  something even more specific and measurable:

• Increase ticket sales by 20% 

• Reach 60% of returning attendees

• Increase food and beverage sales by 35% 

• Increase social media followers by 15%

It’s important to document your event goals before you start planning to make certain that everyone on your team has a mutual understanding of what you are all working towards achieving together. 

DETERMINE YOUR BUDGET 

Once your outdoor event or summer festival goals are set, it’s time to start addressing your budget and discovering how you can make those goals come true. There are a lot of moving parts of any event that need to be considered and budgeted for. An outdoor event requires a lot of planning and preparation, and your budget needs to account for all of it. Like anything else, you'll need to prioritize your spending based on your objectives and the logistical needs of a successful outdoor festival or event.

What event elements do you need to consider when determining your budget?

• Venue

• Security & local authority permits

• Equipment rentals 

• Entertainment

• Food & beverage

• Staging, lighting, & audio

• Decor

• Outdoor restroom facilities

• Staffing

• Health & safety measures 

Wizard Studios works hard to produce incredible events at the price you can afford. Learn more about us by viewing all our amazing capabilities!

SECURE THE PERFECT VENUE

There are several aspects to take into account while choosing an outdoor event venue. Many of your alternatives may depend on the time of year, and not all outdoor sites are made equal. An outdoor location or venue can really determine how the event will be perceived by attendees, so it is crucial to pick a setting that is not only accessible to your target audience but gets them excited. Here are some key questions to ask when choosing an outdoor venue:

• What is the price?

• How many people can attend the event?

• What is the bathroom situation?

• What kind of space and utilities are available for vendors?

• Is it a safe location?

• Are there a lot of distracting elements, such as noisy interstates?

• Does it match the aesthetic of the event?

• What, if any, is the alternative if the weather is bad? 

That last question is crucial when it comes to outdoor events and festivals! Mother Nature doesn’t always care when your gathering is taking place, so be sure to be prepared with a PLAN B. That could mean choosing an event venue with both outdoor and indoor options or renting tents and outdoor heaters to keep your guests dry and warm.

Wizard Studios is the preferred production company for many of New York’s finest venues. Take a look at the list here!

BOOKING THE ENTERTAINMENT AND VENDORS 

So what do you do after you’ve solidified your goals, determined your budget, and secured the perfect venue? Now it's time to book your event’s entertainment and vendors! This is when you have to really keep in mind your target audience. What kind of entertainment would they gravitate to? What food and beverage will excite them to experience and taste? We suggest looking up local vendors and supporting small businesses! If sustainability is important to your demographic, set that as a priority. Make sure that the venue has the equipment and generators needed for your venues, and if not, communicate with your vendors to ensure you’ll all be set up for success!

Wizard Studios is always prepared to help create innovative and unforgettable outdoor events. If you’re planning on hosting an outdoor event or festival this summer, continue to refer back to this guide and reach out to us for all your event needs. Let’s make your event dreams a reality!