Have an Outdoor Event? Read this!
Storybook Backdrop Rental
If you are an experienced decorator, new to the trade, DIYing your own party, or just curious read on! I will break down some of the most vital things I came across and learned whilst doing events outdoors. Having outdoor events can be a very good way to keep your parties under budget, but also look very appealing. You can either go to a public park, state park, or heck, even your own backyard. However, you MUST keep some things in mind before you start.
Props should ONLY be used on flat surfaces. If on an uneven surface, it can be extremely dangerous. Unevenness = unsafe.
Having a flat/even surface is critical, both in terms of aesthetics (props could potentially look uneven, which instantly ruins the beauty), and most important, safety. When working on an uneven surface, it can cause the props to be unbalanced and with winds, it just leads to a recipe for disaster (For all my RuneScape readers out there). Props can weigh anywhere from 50-100 lbs. Which can potentially cause major harm and or injury. This brings me to my next point.
USE WEIGHTS AND WELL-DESIGNED STANDS!
This is a given, but its importance cannot be overlooked, hence why albeit obvious, I must write it. There are certain places like The Quarry Lakes in Fremont, CA that get super windy. In places like those, I sometimes put 50-100 lbs of cinderblocks to ensure that I do the best in my power to prevent any prop from falling over. When working outside, you HAVE to keep in mind, the props you’re using are NOT permanent structures, we do not have a concrete foundation. In case things really do go south (you ALWAYS must be prepared) “contingency plan” which is, the backdrops are designed to fall backwards, to not cause any harm to anyone.
Ensure that there are power outlets in the area to help set up electronics
A simple but effective way to further reduce hiccups along the way is to make sure that there is at least one electric outlet (the more the merrier!). Certain props like Marquee letters/numbers, or neon signs require electricity to light up. Having to find power sources on the fly will hurt the aesthetic (ugly extension cables) and add unnecessary time/stress to the job. Coming up with plans and redirections on the fly, typically does not yield result quality in the same way as well-planned structures.
Wind/Bad weather will pose issues to the team and setup
Weather is one of the most unpredictable factors in the event planning space. You want to make sure that the weather is checked ahead of time for the event in order to have a grasp of whether or not the conditions will be favorable. Props and tools are a lot more difficult to handle during difficult weather. Wind, Rain, and intense heat can all cause issues that reduce work quality. There should ALWAYS be a backup to be able to host indoors.
Buy the right equipment!
Your time and body will thank you. You may not even realize how much time buying the right equipment will save you, I guarantee you, the best $300-400 I ever spent. When we do set-ups at parks I ALWAYS bring my trolly/ wagon. on average, I (without any exaggeration) on the low end will save 30% of my time on unloading. When I save time on unloading, it equals less wear and tear on my body. I always believed in working smarter, and not harder.
This is for you fellow event decorators.
Make sure you always find out how far your setup location is from the unloading zone. Sometimes certain parks will not allow you to drive up to the location. This can be a scary 1/4 mile (400 meters) from your unloading zone to your setup. You will kick yourself in the behind for not clarifying this. And if you are 1/4 mile (400 meters) from your zone, you will love us for telling you to get a trolly/ wagon!
Summary:
Make sure you have a flat surface, design a really good stand, use weights for securtiy, ensure you have power for your props, keep an eye on the weather, buy the right equipment, and finally make sure you know how far your unloading/setup zone is.
