Planning an outdoor event can be incredibly rewarding — but it also comes with a unique set of challenges. From unpredictable weather to technical logistics, there’s a lot to think about. Whether you’re hosting a corporate summer party, a public festival, or a charity fundraiser, getting the planning right is crucial to your success.

This guide breaks down the top 10 things to consider when planning an outdoor event, with a focus on technical essentials like PA hire, LED lighting hire, and LED screen hire — plus a few bonus tips to help everything run smoothly.

1. Get Your Audio Right with the Proper PA Hire

Outdoors, sound doesn’t behave the same as it does in enclosed spaces — it disperses more quickly and is affected by wind, crowd density and surrounding noise.

What to do:

  • Choose a PA system scaled to your audience size and layout
  • Opt for weather-resistant speakers and mic setups
  • Ensure you have a technician for setup and on-site support

Clear, reliable sound is essential whether you’re running speeches, background music, or live performances. Prioritising high-quality PA hire ensures every word and note is heard.

2. Consider LED Lighting Hire for After-Dark or Atmospheric Setups

Even summer events can run into low light — especially if you’re planning anything in the evening. Lighting also contributes significantly to ambience and safety.

Why LED lighting hire is ideal:

  • Low power consumption and excellent brightness
  • Perfect for lighting pathways, marquees, stages, and signage
  • Dynamic lighting effects can elevate your brand or theme

Whether it’s for function or effect, good lighting enhances your event experience and supports visual content.

3. Use LED Screen Hire to Engage Large Outdoor Crowds

Large-scale outdoor events often require visual reinforcement so attendees can see what’s happening — especially in open or dispersed areas.

Benefits of LED screen hire:

  • Ideal for live feeds, sponsor messages, and presentations
  • Works in full daylight, unlike traditional projectors
  • Scalable to suit everything from small gatherings to public festivals

LED screens can help create a focal point, deliver important messaging, or simply entertain the crowd.

4. Always Have a Wet Weather Contingency Plan

Summer weather in the UK is unpredictable at best. A sudden downpour can spell disaster if you’re not prepared.

What to plan:

  • Have marquees or tents in place for key areas
  • Use weatherproof or IP-rated AV equipment
  • Secure all cables and connections properly
  • Provide covered viewing areas if you’re using LED screens

Even if the forecast looks good, it’s wise to protect your equipment — and your audience — just in case.

5. Power Supply: Don’t Assume the Venue Has It Covered

Outdoor locations often lack sufficient built-in power for AV setups, catering, lighting, or even toilets.

Make sure to:

  • Calculate total power requirements for all suppliers
  • Hire reliable generators and power distribution units if needed
  • Use waterproof cabling and secure cable runs with covers

Consult your AV team early in the planning process to ensure everything runs smoothly on event day.

6. Site Access and Setup Timing

Outdoor locations can be logistically tricky, especially if vehicle access is limited.

Things to consider:

  • Is the ground suitable for loading/unloading?
  • Will large vehicles (like LED screen lorries) be able to access the site?
  • How long will setup and breakdown take — and what time does access start?

Share this info with all your suppliers early so nothing is delayed.

7. Permissions, Licences and Health & Safety

Depending on the size and type of event, you may need local council approval or a Temporary Event Notice.

Don’t forget:

  • Event insurance
  • Risk assessments and H&S paperwork
  • Sound level restrictions for residential areas

Ask your suppliers (including your AV rental team) for documentation to support your application.

8. Branding and Sponsor Visibility

Your event isn’t just about logistics — it’s also an opportunity to promote your brand or thank key sponsors.

Ideas:

  • Use LED screens to rotate logos and ads
  • Integrate lighting in brand colours
  • Use printed backdrops or flags for visibility

Sponsors are more likely to support your event again if they feel well-represented.

9. On-Site Support During the Event

Even with the best planning, things can go wrong. Having trained staff on-site gives you peace of mind and ensures rapid troubleshooting.

This includes:

  • AV technicians to manage the PA system, lighting and screens
  • A designated event coordinator to liaise with suppliers
  • Spare equipment (batteries, cables, backup mics)

10. Clear Communication with Suppliers

The most successful events are built on collaboration. Ensure every supplier has:

  • The site plan
  • Key contacts for the day
  • A detailed running order
  • Access times and technical requirements

Your AV supplier should be happy to liaise directly with other contractors to coordinate power, layout and schedule.

AV hire for outdoor events

Outdoor events offer amazing opportunities — but only when the right planning is in place. By prioritising PA hire, LED lighting hire, and LED screen hire, you’ll ensure your event looks and sounds professional from start to finish.

Need help bringing your outdoor event to life this summer? Drop Ellievision AV a line for a consultation.