Outdoor Event Planning in the South West: What You Need to Know

Hosting an outdoor event in the South West of England can be a fantastic experience, thanks to its stunning landscapes, coastal views, and historic sites. Whether you’re organising a wedding, corporate event, festival, or private celebration, planning an outdoor event comes with unique challenges. Here’s what you need to know to ensure your event runs smoothly.

Choosing the Right Venue

The South West offers a wealth of outdoor event venues, from picturesque gardens to dramatic seaside locations. Consider venues such as:

• Dartington Hall, Devon – A historic estate with stunning gardens and courtyards.
• Mount Edgcumbe House and Country Park, Cornwall – Perfect for large outdoor gatherings with breathtaking sea views.
• Exeter Castle, Devon – A unique historical venue with outdoor and marquee options.
• Pynes House, Exeter – Ideal for elegant outdoor weddings and private parties.

When choosing a venue, consider accessibility, facilities, and backup options in case of bad weather.

Securing the Necessary Permits

Depending on your event size and location, you may need permits from the local council. This is particularly important for public spaces, where you might require:

• Event Licences – Required for large gatherings, live entertainment, and alcohol sales.
• Road Closures – If your event affects traffic flow.
• Noise Permits – For amplified music or performances.
• Health and Safety Compliance – Ensuring first aid, fire safety, and crowd management are in place.

Check with the relevant local authority well in advance to avoid delays.

Weather-Proofing Your Event

The South West is known for its unpredictable weather, so always have a backup plan. Consider:

• Marquees or Tents – To provide shelter from rain or excessive sun.
• Outdoor Heating – Essential for evening events or autumn/winter gatherings.
• Shaded Areas – Important for summer events to keep guests comfortable.
• Flexible Schedules – Discuss contingency plans with suppliers in case of extreme weather.

Logistics and Facilities

Outdoor events require additional planning to ensure guests are comfortable. Key considerations include:

• Toilets – Portable toilets or access to indoor facilities are essential.
• Power Supply – Generators may be needed for lighting, catering, and sound systems.
• Seating and Shelter – Ensure ample seating and covered areas.
• Accessibility – Consider wheelchair access, parking, and transport links.

Working with Reliable Suppliers

Choosing experienced suppliers will make a huge difference in executing a successful event. Look for:

• Caterers – Outdoor-friendly catering options such as food trucks or BBQ setups.
• Marquee & Equipment Hire – Ensure high-quality tents, tables, and staging.
• Entertainment & Sound Systems – DJs, live bands, or outdoor-friendly PA systems.
• Florists & Decorators – Suppliers experienced in outdoor setups.

Managing Guest Comfort and Safety

Guest experience is key to a successful event. Consider:

• Bug Repellent Stations – Especially important for evening events.
• Blankets or Fans – For warmth on cooler nights or cooling in hot weather.
• First Aid Stations – Trained staff should be on-site in case of emergencies.
• Clear Signage – Directing guests to key areas such as toilets, exits, and seating.

Budgeting for an Outdoor Event

Outdoor events often have additional costs, so plan your budget carefully. Account for:

• Venue hire and permits
• Equipment and furniture hire
• Weather contingencies (e.g., marquees)
• Security and first aid
• Transport and parking arrangements