Have You Covered Every Base?
You know the feeling before an event goes live. The crew are ready, the suppliers are on-site, and the first vehicle arrives at the gate. It’s the moment when planning becomes reality. Every decision you made weeks or months ago is now being tested.
So, how confident are you that you haven’t missed a step?
Outdoor events carry more moving parts than most realise. Power, flooring, access, safety, and infrastructure all have to align. A small delay in one area can stop progress everywhere else. The bigger the event, the tighter the margins for error. That’s why we’ve created the Outdoor Large Event Checklist, a working guide to help you plan, prepare, and deliver with control.
The image above takes you to our checklist (3 page PDF opens in new window), if it looks overwhelming please get in touch and we’ll support you.
You probably already use a version of your own. But how often do you review it? Have you adapted it for changes in weather planning, compliance, or emergency management?
Let’s take power as an example. Who manages it? Are load calculations clear? Are generators positioned for safe refuelling? If the power goes out, who makes the call and who acts first?
Then there’s flooring. Is it specified for the weight of plant and vehicles crossing it? Has it been inspected after installation and again after rain? Have you planned removal to protect the ground for handover?
Access is often overlooked. Can emergency services reach every part of the site without delay? Are vehicle routes protected from pedestrians? Are you sure the delivery timings work when the site is live?
The checklist helps you think through these layers. It’s not about paperwork; it’s about visibility. When every supplier, contractor, and organiser uses the same reference point, you gain time. Time to manage what matters most, the delivery of a safe, seamless experience.
You might ask, what makes this checklist different? It’s built from real events, including festivals, corporate shows, and public celebrations. Every item is based on practical learning, not theory. It reflects how event sites actually run when the weather turns, the schedule shifts, or the client adds one more request.
As an event manager, you know plans only work if they hold up on the ground. This checklist helps you confirm that before your build even starts.
You can download the Outdoor Large Event Checklist now. Use it, adapt it, question it. Then ask yourself, if your event opened tomorrow, would you be ready?
That’s the real test.
