The call to spend time outside grows ever stronger with the days getting warmer. Bring on sprawling picnics, open-air festivals and other outdoor activities as people celebrate the changing of the seasons and the beauty of nature. 

If any big dates are looming large—milestone celebrations, weddings, or business events—why not host them outdoors?

But hold on a second! While there are many benefits to outdoor events that make the day memorable, unexpected curveballs could get in the way of a good time. 

Don’t worry, though! By thinking ahead and covering your bases, you can enjoy a seamlessly run event that guests will remember fondly. 

Read on to learn about our essential steps to successful outdoor event planning!

Step One: Evaluate Your Budget 

Don’t get caught off guard! Outdoor events aren’t as easy to plan as you may expect. Unexpected expenses can pop up quickly, so ensure you’re prepared with a comprehensive financial plan. 

Creating a budget is crucial to event planning. It will form the foundation of your event, helping you to spend wisely and effectively while still being able to throw the event you have in mind. 

More than an outdoor event planning guide, a budget is your best friend in reducing overspending and anticipating hidden costs. A good one will also help you to set aside emergency cash so you’re not left scrambling to pay expenses.

When outlining your budget, be meticulous. Consider the guest count. How many people have RSVP’d? Decide on the food. Will your event have a sit-down dinner or just snacks and appetisers? Don’t forget about entertainment options and thoughtful extras your guest might appreciate. Will you keep your attendees occupied with live music or planned activities? 

When allocating resources, remember that some items should be prioritised over others. 

Therefore, diligently research and collect quotes from vendors before making final decisions. This will help you estimate their costs and assign funds accordingly.

Step Two: Choosing Ideal Outdoor Event Venues

As we’ve discussed previously, venue selection is one of the most critical steps of event planning. The venue should match your budget and event type and be easily accessible to guests. 

Make a mental checklist of features and potential drawbacks or quirks on Brussels venue tours and how they might affect your event. Bear in mind that parking availability and onsite amenities, like restrooms, should be ready to use and functional.

Additionally, consider the location’s safety and proximity. Is it accessible to public transport, hotels, and the closest airport? Hosting an event deep in the forest might seem magical, but it might be out of the way and pose some obvious security risks. It might not also suit the vibe you’re creating, either. 

Lastly, if you’re looking for outdoor spaces with a desirable location and stunning views, have you considered our SILO Brussels rooftop venue? We’re a vision brought to life. We’re also reasonably priced and free of the inconveniences found in nature (think bugs and mud). We’ve highlighted all of its incredible features here.

Step Three: Don’t Overlook the Legal Stuff

Before getting swept up in the excitement of outdoor event planning, get some boring stuff out of the way first. 

You need to follow the rules because compliance is a must for all Brussels venues. This includes securing permits for your events and any special features, such as a light display. 

You’ll also need to know local ordinances of the area, particularly those related to noise, especially for music and entertainment. These ordinances outline acceptable noise levels, which may vary at different times. Cranking the volume up high or having loud guests could lead to fines or even the shutdown of your event, so don’t get caught unaware!

Step Four: Create a Contingency Plan

Are you picturing an event bathed in sunshine with a gentle breeze blowing? Unfortunately, Spring can be surprising, throwing wind or rain your way. But don’t let the season’s unpredictable nature derail your plans! A well-crafted contingency plan can turn a washed-out event into a triumphant one.

Be prepared. Consider postponing the event, securing a backup location indoors (by the way, we offer plenty of beautiful alternatives), or having tents or heaters around for warmth and shelter. 

Watch the forecast a few days in advance to stay ahead of the weather. This approach will allow you to activate your contingency plan promptly and inform your guests about changes. 

Step Five: Catering for Outdoor Events

Outdoor catering is a different ballgame from indoor events, presenting unique challenges. 

Here’s everything you need to know

• Pick the right caterer, preferably someone with a proven track record for outdoor events. Crucially, they should have experience keeping food warm or cold, depending on how dishes get served. 
• Food safety is a top priority. Keeping everyone healthy and preventing food spoilage is essential for any event, inside or out. Make sure your caterer follows strict hygiene and food safety rules. 
• While an on-site kitchen is ideal, it’s not always feasible. But outdoor catering offers a range of versatile solutions. Many caterers use mobile cooking equipment and tools, such as propane grills, tents, and fridges, for outdoor events. 
• On a shoestring catering budget? Rest assured that plenty of simple, delicious foods don’t require heating or cooling. 

Step Six: Consider All the Equipment You Need

From a logistical standpoint, outdoor events are complex and demand immense planning. They require a mountain of stuff to be successful, encompassing everything from cooking aids to chairs and tableware.  And let’s not forget about decor, entertaining equipment, audiovisual devices, and lighting. You’ll need to think of basically everything but the kitchen sink!

Overwhelmed? You don’t have to do it on your own. Some fantastic vendors can help. They will guide you through the process and bridge the gaps you may have overlooked, ensuring a seamless event.

Step Seven: Guest’s Comfort and Entertainment 

Your guests’ comfort and happiness are key to a successful event. 

Here are a few ways to plan for their comfort and happiness beforehand. 

• Make sure there’s a seat for everyone, even at casual events. People will get tired of standing, especially those with limited mobility. If there are enough chairs, select comfortable ones to avoid stiff backs later.
• Ablutions are another factor. No one wants to be lost while looking for the bathroom, so ensure they’re clearly marked and easy to find. Keep them clean throughout the event, too.

•  Tip: While porta potties are a cost-effective, mobile solution for an outdoor festival, guests at fancy outdoor events might expect better facilities. 
• Remember, an event can feel incomplete or dull without engaging activities or entertainment. Plan something to keep the mood light, fun and festive. 

Step Eight: Keep Everyone Protected And Safe 

Keeping your guests safe is paramount for outdoor event planning. 

You can implement some of these security measures for everyone’s peace of mind. 

Professional Security: Hire trained security to keep things under control. They’ll monitor your event, secure the entrances and exits, and manage the crowds. This will prevent minor situations from escalating into bigger problems and reassure your guests that they’re looked after. 

Backup Power: Blackouts can cause chaos, potential harm and disruptions, leaving guests fumbling around in the dark. Have an alternative power source on standby if the lights go out.

Medical Aid: A medical aid kit stocked with supplies to treat scrapes, cuts, and sudden illnesses is a must for any event. It’s equally important to have someone qualified to administer first aid and know how to use the kit. For serious medical problems, ensure your venue is easily accessible to first responders.

Plan for Emergencies: Have a plan that equips you to handle fire outbreaks, safety hazards and other emergencies. 

Sun Protection and Bug Control: Don’t let the elements ruin the fun. While the forecast might save you from the worst of nature, the hot sun or biting bugs could still harm or annoy your guests. Ensure their comfort and safety by putting up tents for shade or offering sunblock or insect repellent. This small gesture can significantly affect how much your guests enjoy your event. 

Step Nine: Commit to Sustainability

Did you know that the smallest changes can make a difference when it comes to making your event eco-friendly?

Here are a few ways to get started during outdoor event planning. 

• Choose caterers who prioritise sustainability, use local ingredients and offer vegetarian or vegan menus.
• Carefully planning portions to avoid food waste, and consider donating or composting leftovers.
• Use reusable plates and utensils and feature recycle bins for proper waste disposal.
• Opt to use eco-conscious venues like ours!

With our beautiful and eco-responsible venue, we make it easy to go green. From water saving to waste management and biodiversity initiatives, you can host a successful event while minimising your carbon footprint with us. Want to learn more? Check out our practices here.

Step Ten: Arrange for Set Up and Breakdown 

Setting up an event is no small task. It requires coordinated effort and teamwork to ensure everything’s ready well before guests arrive.

In addition, once the event is over, one final task remains on the checklist: dismantling it and leaving the venue in its original condition. Some events might go the extra mile by removing their trash. 

Feeling Stuck and Need Outdoor Event Ideas?

Celebrating important milestones or events amidst breathtaking city views at our venue. Whether that’s with colleagues or friends, let SILO Brussels’ rooftop venue breathe life into your vision under the warm spring sun.

Here’s what makes our outdoor venue special

• We offer extraordinary views from up-top

• You can enjoy the taste of spring situated atop our lovely outdoor venue 

• We have everything you need, including Brussels’ top caterers on standby (outdoor catering offered). 

• We offer a plan B for rainy days (our venue accommodates eight other spaces, in fact)

• We’re committed to being sustainable so you can celebrate responsibly. 

Contact SILO Brussels today and start outdoor event planning with us; it’s that simple! You can also follow us on Instagram, Facebook, and LinkedIn for regular updates, posts, and stories or subscribe to our curated newsletter!