Fall and Winter Outdoor Events in Pinellas County

Fall and winter can be a great time to host an outdoor event in Florida.

Weddings, holiday parties, birthdays, corporate gatherings, and family celebrations can all take advantage of outdoor spaces.

But outdoor events require a little more planning than simply putting tables and chairs outside.

Start With the Space

Look at the actual area where the event will take place.

Consider:

• Available ground space
• Access for delivery
• Parking
• Entrances
• Trees and permanent structures
• Where guests will walk
• Where food will be served

Knowing the space makes it easier to determine what equipment will fit.

Do You Need a Tent?

A tent can provide shade and some protection from sun and light rain.

For outdoor events, the tent should be large enough for the entire setup, not just the number of guests.

Remember to account for:

• Tables
• Chairs
• Food service
• Dance floor
• Cocktail tables
• Walking areas
• Other activities

Plan Your Seating

Round tables are popular for outdoor events because they create natural conversation areas.

60-inch rounds can be useful when space is limited, while 72-inch rounds provide more tabletop space.

Banquet tables can be positioned along the side for food service or other purposes.

Florida Weather

Even during the cooler months, Florida weather can change.

Pay attention to the forecast as your event approaches and have a plan for changing conditions.

A tent is not a guarantee against severe weather.

Your venue and rental company may also have specific procedures for severe weather situations.

Guest Comfort

Weather isn't only about rain.

Depending on the temperature and time of day, guest comfort can also be affected by heat, humidity, or lack of air movement.

Event fans can help improve air movement in an outdoor tent or gathering area.

For cooler weather, consider the time of day and whether guests will be comfortable spending several hours outdoors.

Protect Your Layout

Outdoor layouts need to account for the actual environment.

Don't place tables where guests will have difficulty walking around them.

Keep entrances clear.

Make sure food areas are easy to access.

Leave room around tables for chairs to be pulled out.

Plan the Delivery

Outdoor events can sometimes have more complicated delivery access than indoor venues.

Before event day, make sure the rental company knows:

• Where the truck should park
• Where the equipment should be unloaded
• How far the setup area is from the parking area
• Whether there are gates or stairs
• Whether the ground is difficult to access

This information can help prevent surprises on setup day.

Outdoor Event Checklist

• ☐ Guest count
• ☐ Event location
• ☐ Usable space
• ☐ Tent if needed
• ☐ Tables
• ☐ Chairs
• ☐ Linens
• ☐ Food-service area
• ☐ Dance floor if needed
• ☐ Cooling equipment if needed
• ☐ Weather plan
• ☐ Delivery access
• ☐ Setup layout

Enjoy the Florida Outdoors

The biggest advantage of an outdoor Florida event is the space itself.

With a thoughtful layout and a realistic weather plan, you can create a comfortable event that takes advantage of the outdoors without sacrificing the basics your guests need.

Sunshine Party & Event Rentals provides tents, tables, chairs, linens, dance floors, and cooling equipment for events throughout Pinellas County.