Organizing Outdoor Events

Organizing an outdoor event is a process that requires many factors to organize a successful event. With experience and professionalism, HSV Media is proud to be the leading reliable partner for all outdoor events. The article below HSV Media will share the experiences and services we provide to ensure your event is successful and memorable.

EXPERIENCE IN ORGANIZING OUTDOOR EVENTS

Organizing outdoor events requires careful preparation and flexibility. Below are some important experiences for organizing successful outdoor events:

1. Choose a reasonable location

To choose the most ideal outdoor event venue, organizers need to rely on the following criteria:

- Determine the main content of the event

- Who are the guests?

- Give an estimate of the number of attendees to choose the appropriate area and space.

- Some other factors such as: safety level, parking, location and mobility issues.

2. Prepare complete equipment

An outdoor event often requires a lot of equipment and facilities such as:

- Stage capable of withstanding heavy loads, rain cover, welcome gate, stage, off-center umbrella,...

- Backdrop or large outdoor LED screen containing information about event name, date and time, organizing unit,...

- Specialized high-capacity sound and lighting equipment system for outdoor events.

- Some other decorative accessories such as posters, signs, red carpets, umbrellas,...

3. Ensure weather factors

When organizing outdoor events, businesses should avoid organizing them during periods of severe stormy weather so as not to affect the event. The best option is to prepare for the event by equipping yourself with a system of tarpaulins, raincoats, umbrellas, etc. to cope with any bad weather changes that may occur.

4. Pay attention to the legal aspects of the event

Most major events that want to be "cleared" need to complete legal procedures with state agencies according to regulations. Below are some procedures that businesses need to address when organizing outdoor events:

- Contract to hire singers, dancers, MCs to perform.

- Obtain an organization license from the local agency and complete the event space rental contract.

- Documents and contracts related to sound, lighting, as well as event equipment.

- Other insurance documents (if necessary) to ensure safety and compliance with regulations.

5. Cleanliness and security for the program

For outdoor events, hiring cleaning and security support units is an important factor to ensure order and beauty for the ceremony. Although it may be small details, this will help businesses create a positive impression with attendees.

See More Other Services At HSV Media

SOME TYPES OF OUTDOOR EVENTS

Currently, there are many types of outdoor events serving many different organizational purposes. Depending on the organizational purpose, companies and units will choose the appropriate space and type of organization. Some popular types are listed as follows:

- Concerts, outdoor music shows

- Anniversary events: Many outdoor events are held with the purpose of celebrating the company's founding anniversary, wedding anniversary, etc.

- Opening and inauguration events.

- Groundbreaking and groundbreaking ceremony.

- Wedding party: Many families also choose to hold outdoor wedding parties because it brings a pleasant and comfortable feeling.

- Sports event.

COSTS OF ORGANIZING OUTDOOR EVENTS

1. Event venue costs

- Deposit fee for renting the venue

- Insurance costs

- Parking lot rental costs

2. Production costs, equipment rental & personnel

You need to make a detailed plan for the raw materials used to produce decorative accessories as well as tools for the event. If manufacturing equipment is too expensive, you can consider renting event equipment from reputable, professional units.

Fees for hiring workers to assemble items, decorate, and make props are also an important and indispensable factor. You should consider the total cost and scope of the project to ensure hiring is done appropriately.

3. Costs for stage, sound and lighting

The stage is the event center, the place where activities take place. For that reason, it is necessary for you to invest in a well-groomed stage. An indispensable element that makes the stage stand out is the lighting and sound system. This system plays an important role in shaping the success or failure of an event. Lighting helps create highlights and attract attention, while quality sound helps connect better with the audience.

If you invest in a modern LED system and standard sound system, it will be a great motivation for your event to be as effective and impressive as expected. Stage, lighting, and sound are considered the most indispensable and important elements in any event program.

4. Party expenses in event organization

The next important item on the cost list is the banquet for the event. This is often organized based on the customer's specific requirements and the event organizer will propose optimal options in terms of both cost and quality. Options may include choosing a menu, perhaps from a restaurant or diner, depending on the specific event.

5. Expenses for entertainment performances

Most events today integrate entertainment to adjust the atmosphere and create comfort for participants. When organizing these entertainment performances, businesses need to pay attention to related costs, including costs for music, wages for performers, and costs for speakers. Therefore, businesses should discuss and discuss with the event organizer about this financial aspect in advance to be able to come up with organizational plans that suit the budget.

6. Estimated costs for unexpected situations

Any event, no matter how carefully planned, can face unexpected and unpredictable situations. Therefore, when planning a budget for an event, businesses need to consider an amount of money set aside for unexpected costs.

OUTDOOR EVENTS EQUIPMENT RENTAL UNIT

1. Outdoor event equipment provided by HSV Media:

- LED screen

- Sound, light

- Tent

- Furniture

- And other equipment such as parasols, backdrops,...

2. HSV Media - outdoor event equipment rental unit

HSV Media is a unit specializing in providing outdoor event equipment rental services. Besides, We also help you advise and propose appropriate solutions to ensure your event runs smoothly and achieves the desired effect. If you are looking for a reputable outdoor event organizer, let HSV Media be your trusted partner in turning ideas into reality and creating unique and successful events.

See More Other Services At HSV Media

CONTACT INFORMATION EVENT EQUIPMENT RENTAL COMPANY HSV MEDIA

Hotline: 0362.209.208

Website:https://hsvmedia.vn/

Address: 184/20 Le Dinh Can, Tan Tao Ward, Binh Tan District, Ho Chi Minh City