Logistics - Tips for outdoor event planning

When hosting an outdoor event, plan the logistics of an all-supplier location for effective outdoor event logistics coordination. Logistics can include loading and unloading, packing, timing, floor placement, power line arrangements, lighting, security, staff, portable toilets, and more. Preparing these details in advance can help keep the planning process from getting overwhelmed. The follow is for your reference by Vietnam outdoor event decoration agency – Bo Decor Việt Nam.

Logistic planning tips for a successful outdoor event

If you do not have any ideas, please refer to the following suggestions of professional outdoor event organizer Bo Decor Vietnam.

Dish

Identify if any guests have a food allergy or vegetarian preference, gluten-free, etc. whether or not and planning appropriate event catering to ensure food safety and meet customer needs.

Vendor and volunteer food: Don't forget to give food to any of the staff or volunteers who are helping you organize the outdoor event. They will make a big contribution to your event so please maintain their energy levels.

Dollies & Hand Trucks

If you are shipping heavy items, have one of these ready to help.

Timeline of the day

When it comes to the schedule of the day, you should make 2 schedules. One is for attendees and one is for the event group. Share the schedule with all involved to ensure a smooth process.

The original is printed

You should create a master page that includes all vendor and exhibitor contact information and Wi-Fi passwords.

Name tags

This tool is helpful for attendees, sponsors, and volunteers and will make it easy for them to connect.

Emergency Department

You should have an emergency kit to help staff understand the plan. You can provide scissors, pens, tape, notebooks, first aid box, Clorox pen, ibuprofen, etc. You should also notify your local emergency responders of the event. They may choose to have medical staff and/or police attend to ensure the safety and prevention of the event.

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Other issues in logistics

Charging station

The charging station will bring great convenience to attendees and provide additional benefits to the organization when organizing outdoor events. Setting up charging stations with desks and power cords can facilitate continuous social network coverage and event photography.

Porta-Potties

If you need to rent a porta potty, hire a number that matches the number of guests.

Protect

As an outdoor event organizer, you will face a myriad of challenges and safety should be the main concern. Outdoor events typically have a much larger area than indoor events, require more planning, and depend on crowd type, higher security.

Walkie-talkie

Walkie-talkies can help you contact many people at the same time. This is extremely helpful if any problems occur and you need to get in touch with the staff.

Volunteer certification

Please verify the volunteer attendance, as well as their roles and responsibilities in the days prior to the event.

Survey your attendees

Don't forget to survey the attendees within a week of the event. This helps you to gather honest event feedback.

Please contact Bo Decor Vietnam for our advice and best support.

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Bo Decor Vietnam

Address: 10th Floor, Robot Tower 308 Dien Bien Phu, District 3, City. Ho Chi Minh City.

Phone: +84 28 666 07 555 - +84 903 350 232