Hosting corporate events outdoors brings unique advantages. From a brand activation at an event, to a sporting event in a stadium, to a team-building retreat on the coast, outdoor venues can infuse natural beauty, versatility, and flexibility into any event.
Outdoor events also present distinct challenges, especially when it comes to audio visual setups. These gatherings require detailed planning and creative solutions. But with the right approach, you can ensure your outdoor event goes off without a hitch.
In this article, we’ll be diving into three big challenges for outdoor events and how to address them quickly and efficiently.
There’s a reason outside venues are so popular, particularly for luxury events and large gatherings. Here’s a brief overview of some of the main benefits of hosting your event in the great outdoors:
Hot weather can cause AV gear to overheat, which can result in shutdowns and permanent damage. Projectors, LED walls, and amplifiers are especially vulnerable. Cables and connectors can be distorted by prolonged exposure to sunlight. Freezing temperatures can also damage gear. Temperature resistant equipment, cooling systems, insulation, and shade structures can all help mitigate these issues.
Water and electronics don’t play well together. Even light rain can lead to short circuits, corrosion, and equipment failure. Snow carries the same risks, but also adds weight and freezing issues. Outdoor AV systems need to include waterproof housings and weatherproof cabling.
Strong wind is a serious safety hazard, as it can topple LED walls, speaker towers, and lighting rigs. Even moderate wind can affect audio clarity and camera stability. It’s crucial to use wind-rated trusting, windshields, ballast weights, directional microphones, and guy wires for outdoor events.
Never host an outdoor event during a thunderstorm. Tall metal AV structures are vulnerable to lightning strikes. Surge protectors and grounding systems can help prevent catastrophic damage in the event of an unexpected storm, and you need to have a lightning protocol in place that includes evacuation plans and real-time weather monitoring.
Dry or windy conditions can kick up dust and debris, interfering with moving parts, scratching lenses, and clogging fans. Fortunately, these issues can usually be mitigated with protective covers, well-maintained equipment, and sealed cases.
Unlike an indoor venue, outdoor spaces may lack the built-in infrastructure to handle a large-scale event. This means you might need to bring independent sources like generators to power your event. Always conduct an on-site survey to identify potential power sources and assess your needs.
Unexpected power outages can seriously put a damper on your outdoor event. That’s why it’s always important to bring backup generators and batteries as a contingency. Assess your wattage needs early in the planning process to ensure your backups have the necessary juice to power your event.
Distributing power evenly is key to preventing uneven performance of your AV equipment. Consider using a professional-grade power distribution unit to avoid overloading a single source. Additionally, for many outdoor events, power generators are needed.
Outdoor spaces—especially those near water—present electrical hazards. All cords should be properly stowed away from water and foot traffic, and your equipment should be sufficiently grounded to prevent accidents.
Transporting your equipment and setting it up in a way that looks and feels intentional can be trickier in outdoor settings, especially with uneven terrain. It’s a good idea to work with a professional AV company that owns its own equipment and knows how to transport it safely.
Most indoor event spaces are designed with acoustics in mind, but it’s common to face issues with sound dissipation and uneven sound coverage at outdoor venues. Outdoor-friendly sound systems and thoughtful mic and speaker placement can help reduce the risk of these problems.
Environmental sounds from cars, wildlife, or air traffic can interfere with your event and distract your audience. Even crowd noise from cheering and talking can disrupt your guests’ ability to hear. To address this, you need to select and place microphones carefully. Dynamic mixing can also make a big difference.
Sound travels slower than light, which can lead to a disorienting echo effect when speakers are placed too far from the stage. Temporary structures like reflective surfaces and tents can also introduce unpleasant echoes. Time alignment, correct speaker placement, and delay towers are crucial for sound synchronization at large outdoor venues.
Many municipalities have strict noise regulations and permitting requirements, particularly for events hosted near residential areas. Depending on your venue’s location, you may be required to submit sound plans, conduct environmental impact assessments, or hire certified sound engineers.
Outdoor venues can create lasting memories and provide an authentic experience for your guests. But proper planning is essential.
Here are a few helpful tips to keep in mind as you plan your next outdoor gathering:
At Catalyst, we don’t let venue challenges stop us. We simply get more creative. We thrive in fast-paced, unpredictable environments. Outdoor events often pose unique audio and visual challenges, but we have the knowledge and experience to anticipate problems and mitigate them well before the event day.
If you’re planning an outdoor event, you need professional AV solutions, highly trained technicians, and dedicated event production designers. We can help you make your event a success.
Get in touch today and we’ll schedule a complementary consultation and get you a customized quote ASAP.
Hosting corporate events outdoors brings unique advantages. From a brand activation at an event, to a sporting event in a stadium, to a team-building retreat on the coast, outdoor venues can infuse natural beauty, versatility, and flexibility into any event.
Outdoor events also present distinct challenges, especially when it comes to audio visual setups. These gatherings require detailed planning and creative solutions. But with the right approach, you can ensure your outdoor event goes off without a hitch.
In this article, we’ll be diving into three big challenges for outdoor events and how to address them quickly and efficiently.
There’s a reason outside venues are so popular, particularly for luxury events and large gatherings. Here’s a brief overview of some of the main benefits of hosting your event in the great outdoors:
Hot weather can cause AV gear to overheat, which can result in shutdowns and permanent damage. Projectors, LED walls, and amplifiers are especially vulnerable. Cables and connectors can be distorted by prolonged exposure to sunlight. Freezing temperatures can also damage gear. Temperature resistant equipment, cooling systems, insulation, and shade structures can all help mitigate these issues.
Water and electronics don’t play well together. Even light rain can lead to short circuits, corrosion, and equipment failure. Snow carries the same risks, but also adds weight and freezing issues. Outdoor AV systems need to include waterproof housings and weatherproof cabling.
Strong wind is a serious safety hazard, as it can topple LED walls, speaker towers, and lighting rigs. Even moderate wind can affect audio clarity and camera stability. It’s crucial to use wind-rated trusting, windshields, ballast weights, directional microphones, and guy wires for outdoor events.
Never host an outdoor event during a thunderstorm. Tall metal AV structures are vulnerable to lightning strikes. Surge protectors and grounding systems can help prevent catastrophic damage in the event of an unexpected storm, and you need to have a lightning protocol in place that includes evacuation plans and real-time weather monitoring.
Dry or windy conditions can kick up dust and debris, interfering with moving parts, scratching lenses, and clogging fans. Fortunately, these issues can usually be mitigated with protective covers, well-maintained equipment, and sealed cases.
Unlike an indoor venue, outdoor spaces may lack the built-in infrastructure to handle a large-scale event. This means you might need to bring independent sources like generators to power your event. Always conduct an on-site survey to identify potential power sources and assess your needs.
Unexpected power outages can seriously put a damper on your outdoor event. That’s why it’s always important to bring backup generators and batteries as a contingency. Assess your wattage needs early in the planning process to ensure your backups have the necessary juice to power your event.
Distributing power evenly is key to preventing uneven performance of your AV equipment. Consider using a professional-grade power distribution unit to avoid overloading a single source. Additionally, for many outdoor events, power generators are needed.
Outdoor spaces—especially those near water—present electrical hazards. All cords should be properly stowed away from water and foot traffic, and your equipment should be sufficiently grounded to prevent accidents.
Transporting your equipment and setting it up in a way that looks and feels intentional can be trickier in outdoor settings, especially with uneven terrain. It’s a good idea to work with a professional AV company that owns its own equipment and knows how to transport it safely.
Most indoor event spaces are designed with acoustics in mind, but it’s common to face issues with sound dissipation and uneven sound coverage at outdoor venues. Outdoor-friendly sound systems and thoughtful mic and speaker placement can help reduce the risk of these problems.
Environmental sounds from cars, wildlife, or air traffic can interfere with your event and distract your audience. Even crowd noise from cheering and talking can disrupt your guests’ ability to hear. To address this, you need to select and place microphones carefully. Dynamic mixing can also make a big difference.
Sound travels slower than light, which can lead to a disorienting echo effect when speakers are placed too far from the stage. Temporary structures like reflective surfaces and tents can also introduce unpleasant echoes. Time alignment, correct speaker placement, and delay towers are crucial for sound synchronization at large outdoor venues.
Many municipalities have strict noise regulations and permitting requirements, particularly for events hosted near residential areas. Depending on your venue’s location, you may be required to submit sound plans, conduct environmental impact assessments, or hire certified sound engineers.
Outdoor venues can create lasting memories and provide an authentic experience for your guests. But proper planning is essential.
Here are a few helpful tips to keep in mind as you plan your next outdoor gathering:
At Catalyst, we don’t let venue challenges stop us. We simply get more creative. We thrive in fast-paced, unpredictable environments. Outdoor events often pose unique audio and visual challenges, but we have the knowledge and experience to anticipate problems and mitigate them well before the event day.
If you’re planning an outdoor event, you need professional AV solutions, highly trained technicians, and dedicated event production designers. We can help you make your event a success.
Get in touch today and we’ll schedule a complementary consultation and get you a customized quote ASAP.
Are you planning a shareholder meeting, conference, product launch, trade show, or other type of major event? You need to make sure the production value matches the quality of your event’s content. Working with a reliable, proven leader in audio visual event production like Catalyst ensures your event runs smoothly, exceeds the expectations of your audience, and has the impact you want.
Get in touch today to schedule a free consultation, learn more about our services, and tell us about your event.
We work events both nationally and internationally. No matter where you are, Catalyst can come to you.
(818) 818-6117
info@thecatalystcompanies.com