Outdoor Corporate Events: How to Plan and What to Hire

Expo Hire helps you plan your next gathering. Outdoor events offer a distinct atmosphere from indoor settings, fostering informal connections and showing genuine investment in your team or clients. Planning successful outdoor corporate event hire requires careful consideration of specific needs that indoor venues do not present.

Shelter for Successful Outdoor Corporate Event Hire

For any outdoor gathering in the UK, shelter remains the primary planning consideration. A gazebo hire of sufficient size for your main dining or gathering area acts as a necessary refuge should the weather turn. Even on fair days, it offers shade and clearly defines the space.

Size your shelter to comfortably accommodate all guests. A 10m x 10m marquee can typically seat 50 to 60 guests theatre-style or 30 to 40 guests for a banquet. Over-specifying shelter might seem unnecessary on a warm day, but its value becomes immediately apparent during heavy rain.

Entertainment That Fits the Format

Entertainment at an outdoor gathering should align with the informal setting. Team-building activities, sports tournaments, live acoustic music performances, and interactive food or drink demonstrations all thrive in an open environment, encouraging guest participation. Entertainment requiring intense focus within a fixed format presents challenges outdoors due to ambient noise and potential distance from a performance area.

Lighting for Morning Through Evening

Gatherings extending into the evening require deliberate lighting plans. Natural light suffices during the day. Once daylight fades, a poorly lit space can feel unwelcoming. Consider string lights, LED uplighting, or lanterns around dining and seating areas to create atmosphere. Position lighting to illuminate pathways, exits, and the bar area for both safety and visibility.

For daytime functions, shade remains a priority. Marquee sides or large parasols over dining areas prevent sun glare on tables and keep guests comfortable in direct sunlight. As temperatures drop, patio heater hire keeps your guests warm long after sunset.

Seating and Furniture

Corporate functions benefit from a variety of furniture arrangements. Formal dining tables and chair hire accommodate guests during the main meal. Lounge seating, such as sofas and armchairs, provides comfortable spaces for pre-dinner drinks and post-dinner conversation. Standing tables with bar stools create networking zones.

This mix encourages movement and facilitates different types of interaction, making a large space feel considered. Choose outdoor event hire items that remain stable on grass or uneven ground. Narrow chair legs sink into soft earth, causing issues for your guests. Expo Hire requires no security deposit on large furniture orders, keeping your upfront costs down.

Food and Catering Setup

Outdoor catering benefits from formats that encourage movement and interaction. Interactive food stations, such as a live carving table, a BBQ station, or a dessert bar, engage guests. Your catering setup must include adequate space for preparation and service, considering power and water requirements. A mobile bar unit serves drinks to large crowds without needing a permanent structure. Clients hiring crockery and glassware benefit from our "Send It Back Dirty" service, meaning you return everything unwashed.

Power and Utilities

Open-air functions often require independent power sources. Generators run lighting, sound systems, catering equipment, and any other electrical needs. You must calculate your total power requirements accurately before booking equipment. A 20kVA generator, for instance, powers a medium-sized gathering with lighting, sound, and catering appliances.

Sound and Audiovisual

For speeches, presentations, or background music, consider your sound system needs. Open spaces absorb sound differently than indoor venues. A professional PA system with appropriate microphones and speakers projects clear audio to all guests. You can hire portable screens and projectors for visual presentations.

Waste Management

Plan for waste disposal well in advance. Sufficient bins for general waste and recycling keep the site clean. Consider the placement of bins to encourage their use and facilitate collection. For larger gatherings, a dedicated waste management service handles the volume of rubbish generated.

Signage and Wayfinding

Clear signage directs guests around large or unfamiliar spaces. Directional signs to key areas like entrances, restrooms, catering, and activity zones help attendees navigate the site. Welcome signs and branding reinforce your corporate identity right from the entrance.

Contingency Planning

Beyond weather, consider other potential issues. Have a plan for first aid, security, and communication. You need contact details for all suppliers and a clear point of contact for any on-site issues. Securing successful outdoor corporate event hire means booking early and confirming your logistics. Every order includes a free minor damage waiver to cover accidental scratches or breakages. Delivery starts from £40 ex-VAT, calculated by road distance from our nearest depot. Prices and live stock show directly on our site. Select your hire dates to check availability and book online today.