Planning an outdoor corporate event can be a fantastic way to boost team morale, enhance communication, and create lasting memories. However, there are several common pitfalls that can turn an anticipated success into a logistical nightmare. Take it from us, we’ve hosted over 10,000 corporate events! Here are the top five mistakes to avoid when planning your next outdoor corporate event.

1. Choosing the Wrong Venue

Selecting the perfect venue is crucial for the success of your event. Here are some key considerations:

• Space: Ensure the venue is large enough to accommodate the activities planned. If you're unsure, double-check with us at Teambonders—we can provide specifics on space requirements to execute activities comfortably and properly.
• Permits: Confirm if a formal permit is needed for your event. This is especially important if you're providing food and beverages or using sound amplification equipment. Verify these details with local authorities well in advance.
• Facilities: Check the accessibility of parking and washroom facilities. Make sure it's easy for everyone to load in and out, including equipment. Additionally, ensure there's access to power for any sound systems or games requiring electricity.
• Weather: Have a contingency plan for inclement weather. While we hope for the best, it's essential to prepare for rain or extreme heat. 
• Shade: Ensure there's shade or a covered area for guests to cool down or stay dry. A long day, no matter how fun, could be too much if your whole team has to stand in the sun in a parking lot!

For a range of ideal team-building activities that can be customized to your chosen venue, check out our Working Together Team Activities.

2. Overlooking Budget Details

Failing to accurately budget for your event can lead to unexpected costs and financial strain. Here’s how to avoid this:

• Breakdown Costs: List all potential expenses, including permits, venue rental, equipment, catering, and transportation.
• Buffer for Extras: Allocate a portion of your budget for unforeseen expenses.
• Consult Experts: Work with experienced event planners like Teambonders to get a realistic estimate and prevent surprises.

For more budgeting tips, refer to our guide on creating a successful business case for corporate team building events.

3. Ignoring Sound and Power Needs

Sound amplification and power access are often overlooked but are vital for most outdoor events. Ensure the following:

• Sound Regulations: Check if amplified sound is permitted at your venue. This includes microphones for hosts and music for activities.
• Power Supply: Verify if there are sufficient power outlets available. If necessary, rent generators to meet power needs. Larger sound systems often require a large power source - you can easily blow a fuse!

4. Overlooking Accessibility and Convenience

Convenience for all participants is key. Consider these points:

• Parking: Ensure there’s ample parking space for all attendees.
• Ease of Access: Make sure the venue is easy to find and reach, especially for guests who might be unfamiliar with the area or have any special mobility requirements.
• Facilities: Confirm that there are enough washroom facilities and that they’re easily accessible. No one wants to have to wait in line to go to the bathroom!
• Accessibility Needs: Understand the specific needs of all your staff and make necessary arrangements based on accessibility laws. This includes ensuring paths are navigable for those with mobility challenges, providing accessible seating, and considering any additional requirements your attendees might have. It's essential to comply with all relevant accessibility laws to make your event inclusive and welcoming to everyone.

5. Failing to Plan for the Unexpected

Always have a backup plan. This includes:

• Weather Contingency: Have an indoor location or covered area ready in case of bad weather.
• Equipment: Ensure all equipment is in working order and have backups if possible.
• First Aid: Have a first aid kit and a plan for medical emergencies.

To ensure your outdoor event is a hit, consider our wide array of outdoor team-building activities. These activities are designed to foster collaboration and fun while being adaptable to various outdoor settings.

Avoiding these common mistakes will help ensure your outdoor corporate event runs smoothly and is enjoyed by all. Remember, detailed planning and working with experienced professionals like Teambonders can make all the difference in creating a memorable and successful event. Contact us today to start planning your perfect outdoor team-building experience!