Outdoor events are naturally enticing, especially in parts of the country and during the times of the year when there is great outdoor weather, but holding your event outdoors poses a series a unique risks and considerations.
A key consideration for outdoor events is electrical power. How are you going to be providing power for your event? Do you have access to enough wall plugs or will you need to run a generator? If all your plugs are on one circuit, or if you are running off a generator, do you have enough amperage to run all of your electrical needs or will you be constantly popping a fuse? Make sure to identify your electrical needs up front and keep this critical component in mind throughout the planning process.
Weather is another crucial component and it’s especially challenging because sometimes it can be hard to predict. Unless your event is held in a tent that is protected from rain or extreme sun, we always recommend having a Plan B option in case the outside weather conditions prove unmanageable.
Finally, here are some more subtle considerations that we have unearthed in our 30+ years of combined experience:
1. Keeping water and moisture away from AV equipment. This becomes especially important if your event is held on grass in the morning when it is still damp with dew.
2. The ability (or inability) to control the amount of ambient light for projected images. If you’re trying to project outdoors in the middle of the day, it may be hard for participants to see the images on the screen.
3. The effect of disruptive wind noise for microphones. Certain microphone shields are better than others outdoors, so make sure to let your AV team know ahead of time if you are planning something outdoors.
4. The challenge of securing outdoor screens in windy settings. This often can be overcome with sandbags and other specialized gear, but it’s important to know that and plan for it when organizing the equipment list.
“Rudy, Thank you! Thank you! Thank you! You were wonderful to work with and I couldn’t be happier with how smooth everything went. Thank you for making me look so good and being all hands on deck the entire conference. It was a pleasure working together and I look forward to April 1st.”
“On behalf of the California Association of N., I would like to thank you for sending Kurt to provide the Audio Visual requirements for our Annual Meeting in Santa Barbara last weekend. He was wonderful and we received a lot of positive feedback about his team and their work. It was a pleasure to work with him.”
“Kurt, thank you so much for all the help and support you gave during and before the summit. The sounds, screens, and everything else went fabulously smooth. Your help really made the 2015 Summit a class event! Really looking forward to working with you again next year!”
“John, If anyone owes thanks, it is myself and M.V. I mentioned to Kurt, that never before have we had faculty seek us out to tell us how fantastic our AV staff was. And it wasn’t simply one faculty member that approached me, but several went out of their way just to praise you. The entire staff was a pleasure to work with. You made our jobs easy!”
“Dear Rudy, We can’t thank you enough for all your help at the Monterey Plaza. Without your help the conference would never have gone as smoothly as it did.”
“Kurt, thanks again for ANOTHER awesome AFFI-CON. You and your team knocked it out of the park at the annual meeting! I think the AFFI team loved the headsets. I look forward to another great FBEC in March!”
“Kurt. Thank you so much for going above and beyond the call of duty! Cheers!”
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With over 40 years of combined experience, Kurt Dommers & his team provide unparalleled quality in service and reliability. To ensure success, Breakout AV provides state-of-the-art equipment, knowledgeable and accomplished technicians, and a trained staff of AV professionals that you can trust to meet your needs.
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