How to plan an outdoor event?
SARAO Event Planning & Production • 11 de agosto de 2023
We know that planning an outdoor event can be quite exciting, however, it requires meticulous planning to ensure that everything goes well. That's why SARAO offers you a guide on how to plan your outdoor event:
- Define the event's objective: Before starting the planning process, we must have a clear purpose for the event. Ask yourself, "What type of event is it?" Defining the objective will help you make more informed decisions throughout the planning process.
- Set a date and time: Choose a suitable date and time for the outdoor event, taking into account factors such as expected weather, seasons of the year, and the availability of your guests.
- Choose the venue: SARAO helps you find an appropriate venue for your outdoor event, ensuring that it accommodates all attendees and has necessary facilities (restrooms, parking, electricity, etc.).
- Obtain the necessary permits and authorizations: Depending on the size and type of the event, you may need to obtain permits and authorizations from local authorities, especially if street closures or public areas are involved.
- Plan the budget: SARAO provides guidance in preparing a detailed and realistic budget, optimizing each expense to achieve the best possible result within your financial possibilities.
- Hire vendors and services: If necessary, we assist you in finding and hiring vendors for food, beverages, music, decoration, lighting, sound equipment, tents, and other services you may need for the event.
- Consider logistics and comfort: Our team ensures that all planning and coordination stages are well managed, ensuring a smooth flow from start to finish.
- Plan for security: Safety is paramount in any event. At SARAO, we help you secure adequate security personnel to oversee the event and develop an emergency plan in case of any unforeseen circumstances.
- Prepare for the weather: We understand that we can't control the weather, but it's important to be prepared for any eventuality. We have backup plans for your event in case of bad weather.
- Coordinate the event day: Make sure you have a team in charge of coordinating the event day. SARAO helps you keep everything in order.
- Enjoy the event: Finally, enjoy the event you've planned with so much effort! SARAO ensures that everything goes as smoothly as you have envisioned.
Remember that each event is unique, and SARAO adapts to your preferences and needs. With over 20 years of experience producing and designing events for international companies in Mexico, CONTACT US.
Good luck with your outdoor event!
In the world of corporate events, every detail matters to create an unforgettable experience.
En el mundo de los eventos corporativos, cada detalle cuenta para crear una experiencia inolvidable.
In the world of corporate events, gastronomy has evolved from being a mere complementary element to becoming a true sensory experience.
En el mundo de los eventos corporativos, la gastronomía ha dejado de ser un simple elemento complementario para convertirse en una verdadera experiencia sensorial.
In the events industry, the need to implement sustainable practices that contribute to environmental care without losing the sophistication and style that characterize major corporate gatherings is becoming increasingly evident.
En la industria de los eventos, cada vez es más evidente la necesidad de implementar prácticas sostenibles que contribuyan al cuidado del medio ambiente sin perder el toque de sofisticación y estilo que caracteriza a los grandes encuentros corporativos.
In a world where every investment matters, Return on Investment (ROI) has become a key factor when planning an event. But true success isn't just measured in numbers—it's measured in the impact you leave on your audience . At SARAO , we craft strategies that balance financial results with emotional resonance, ensuring that every dollar invested delivers both tangible—and unforgettable—outcomes. What Is ROI in Events? It’s the value you gain from the event in relation to what you invested. ROI can be measured through revenue, leads, brand positioning, customer loyalty, engagement, or media exposure. But there's one golden rule: a successful event is not only remembered—it’s shared, and it inspires action. Strategies to Maximize ROI Set clear goals from the start Defining your objective—whether it's sales, brand awareness, networking, or loyalty—allows you to design focused experiences that truly add value. Strategic event design Every element should have purpose: the scenography, attendee journey, key moments, content, and activations all work together to achieve your goals. Real-time data tracking and analysis Digital tools and event tech make it possible to monitor attendee behavior: how they interact, what they enjoy, and what they share. Content that lives beyond the event Professional footage, interviews, and social media content extend your event’s life and multiply its reach and visibility. Experiences that spark emotional connection The “wow factor” isn’t a luxury—it’s an investment in memorability, word-of-mouth, and future preference.
En un mundo donde cada inversión cuenta, el retorno de inversión (ROI) se ha convertido en un factor clave al planear un evento. Pero el verdadero éxito no solo se mide en números, sino en el impacto que dejas en tu audiencia.
At SARAO, we believe that an unforgettable event is not only seen—it’s felt. Sensory design is the key to crafting immersive experiences that connect with emotions, generate lasting memories, and elevate the perception of your brand. When all five senses are activated, something deeper awakens: a genuine connection.
En SARAO creemos que un evento inolvidable no solo se ve, se siente. El diseño sensorial es la clave para crear experiencias inmersivas que conectan con las emociones, generan recuerdos duraderos y elevan la percepción de tu marca. Cuando se activan los cinco sentidos, se despierta algo más profundo: una conexión auténtica.
Diseño y tematización de eventos predeterminados caracterizados por la eficiencia en el tiempo de montaje mediante elementos escenográficos plegables y modulares.
Dedica a la intermediación entre un expositor y un público dirigido y servicios P2P enfocados a convenciones, grupos y eventos corporativos.
