Outdoor events are becoming increasingly popular—and with good reason. They offer businesses and organisations the opportunity to connect with clients, employees, and wider audiences more informally, spontaneously, and thoughtfully.
As spring and summer approach, the warmer months bring unlimited possibilities in outdoor settings. Whether hosting a corporate away day, promotional event, or something less formal, the right outdoor location can almost guarantee a successful event.
Why Host an Outdoor Event?
Having your event outdoors gives you a myriad of strategic advantages, from logistics and atmosphere to brand reputation.
Firstly, outdoor spaces provide a less formal and authentic environment, fostering impromptu participation and casual interaction among the participants. Participants find themselves more open to exposing themselves to each other and connecting in a space that takes a backseat from the usual formality of offices, boardrooms, and conference rooms.
Moreover, outdoor spaces are more adaptable in how you intend to use the space. Without four walls to keep you contained, you have the freedom to design flow paths, create themed zones, construct breakout areas, or arrange group activities that align with your goals and constituents.
From a communications perspective, outdoor events also help to reinforce some brand values—such as sustainability, wellbeing, and connecting with nature. All values that resonate powerfully with modern audiences and help to humanise your brand.
Outdoor locations also allow you to make full use of natural resources. Daylight, fresh air, and scenic views enhance the atmosphere and act as natural decorations, often making additional extras unnecessary or even redundant. On several occasions, the location itself becomes part of the event, adding to an integrated environment.
Lastly, outdoor events are more visible on social media. Their visual appeal makes them worth sharing, boosting visibility and reaching far beyond the attendees themselves.
Planning an Outdoor Event: 7 Must-Know Tips
While wonderful as they are, outdoor events also present some unique challenges of their own. Here’s how to plan with confidence:
1. Choose your location wisely
Make sure the place you choose is suitable for your objectives and your guests’ needs. It should be able to accommodate your estimated number comfortably, offer the right ambience, and—ideally—even provide outdoor areas suitable for winter.
Use event space websites with filters to help make the perfect decision.
2. Plan for bad weather
British weather is famously unpredictable, so double-check the forecast and come prepared with a backup plan. Summertime is about making sure there is shade, fans, or misting systems. Winter time is about planning for marquees, umbrellas, or heaters. Anticipating ahead might be the difference between a fantastic event and an organisational nightmare.
3. Prioritise attendee comfort
Supply cold water, refreshments, good chairs, and such extras as suncream or blankets as needed. Thoughtful little things make the experience unique and show a certain professionalism that will last long after the ceremony has finished.
4. Don’t neglect lighting, sound, and décor
Make sure any technical and decorative elements are outdoor-friendly. That means weatherproof lighting, sturdy sound equipment, and décor that won’t blow away. When you plan these details carefully, even the most ordinary location can be transformed into an impressive stage for your brand.
5. Get logistics and permissions out of the way early
Think through practicalities: accessible entry for all, sufficient toilet facilities (portable if required), rubbish collection points, and security. If you’re using a public space, make sure you’ve obtained the necessary local council permissions in advance.
6. Add a branded gift pack
A tailor-made event pack can take your experience to the next level. Useful, well-considered items distributed at the start not only contribute to the day but also build brand recall, especially if they are beautifully packaged and event-related.
7. Respect your surroundings
Use compostable plates, reusable water bottles, clear recycling zones, and eco-friendly signs. Wherever possible, use local suppliers and leave the venue spotless after the event.
Can I Host My Event Outdoors?
Practically any type of event can be hosted outdoors with some planning. Others may be particularly well-suited to the outdoors.
Corporate retreats and team-building events thrive in fresh-air settings. These activities revolve around outdoor activities, team games, and workshops for improving team morale, so outdoor sites are a natural solution to escape the everyday office tensions.
Brands also increasingly choose outdoor venues for brand activations and product launches to build rich, experiential experiences that connect more deeply with their audiences.
There are craft markets, trade fairs, food festivals, and music festivals—historically held outdoors and often subsidized by local councils or companies keen to extend their reach and facilitate community interaction.
Sporting days, charity runs, and sporting events also benefit from outdoor areas that offer room for activity spaces, first aid stations, refreshments, and spectator areas.
Corporate celebrations like anniversaries, award ceremonies, and memorials are increasingly being held in gardens, courtyards, or repurposed public spaces, which make them look warmer and inviting.
Lastly, family days organised by companies for employees and their families—picnics, BBQs, and games included—are an ideal way of building loyalty and a sense of belonging.
Best Branded Merchandise for Outdoor Events
Used effectively, outdoor events are an excellent way to move your brand forward in a cost-effective, interactive manner. Branded merchandise can enhance the experience and serve as enduring mementos for the event.
Here are some best picks:
- • Reusable cups – Ideal to dispense drinks at welcome points or rest areas. They are green, handy, and your brand is easily accessible.
- • Water bottles and flasks – Ideal for promotional gifts or welcome packages. They keep drinks hot or cold and link your brand with health, care, and sustainability.
- • Branded hats or caps – Great for sunny weather. They create a shadow, visually consolidate the guests, and are very highly effective in pictures. Caps give a sporty look, and hats can give an airy, celebratory look.
- • Blankets – A thoughtful option for chilly-day or night parties. Drape them over chairs or scatter them about, and they offer warmth and comfort—along with subtle brand reinforcement.
- • Fans – Summer’s favourite to be used repeatedly year on year following the event. And with their broad print area, fabulous logo visibility is assured.
- • Picnic accessories – On al fresco eatery events, add some branded cutlery, picnic rugs, or cool bags. They enhance the event and a chilled, eco-friendly atmosphere.
- • Barbecues – Having BBQ grills customised for usage throughout your event is an excellent idea for getting your logo in the heads of guests, especially with wonderful food and social experiences attached to it.
- • Folding chairs – Essential for comfort during long events as well as a fantastic branding area with plenty of visual reminders.
- • Games and sporting equipment – Areas like frisbees, balls, or lawn games help bring life to your event and allow for fun interactions with guests.
What If I Prefer an Indoor Event?
Indoor locations give you more control. The weather, lighting, and acoustics are easier to control, and you have less at the mercy of the weather. But they are usually more formal and less remarkable. If your goal is to create a relaxed, emotional environment, outdoor events still take the prize.
| Aspect | Outdoor Events | Indoor Events |
| Atmosphere | Natural, relaxed, visually appealing | Formal, structured, controlled |
| Capacity | Flexible, allows for large attendance | Limited by the venue size |
| Weather Conditions | Weather-dependent, requires a backup plan | Fully protected and predictable |
| Investment | Lower costs for lighting, ventilation, and even décor | Requires climate control and ongoing maintenance |
| Organisation / Mood | More dynamic, encourages spontaneous participation | More guided and scheduled |
| Brand Image | Approachable, sustainable, modern | Professional, technical, corporate |
Final Thoughts
With careful planning and intelligent branding, outdoor events have the potential to deliver an amazing experience for your audience, strengthening relationships and enhancing your brand presence in a natural, memorable way.