Organise your outdoor event in 6 steps

We’ve already had a few sunny days, but there are many more beautiful days to come, and there’s no better time to plan an open-air event for your team, customers or partners. But beware: the most popular venues are booked up in no time!

Here are a few ideas to help you shape your outdoor event:

• Sales event in the sun
• Team building with a breath of fresh air
• Open-air staff party
• Farewell drinks under the stars
• And much more!

Discover the outdoor possibilities at BluePoint Antwerp

1. Choose the right location for your outdoor event

Organising an outdoor event starts with… a place where the outdoors really works. A beautiful garden is of little use if it turns into an obstacle course at the first gust of wind.

Make sure your location meets a few essential requirements:

• Shelter from the sun and wind
• Sufficient seating and shade
• Attractive surroundings that add to the atmosphere
• The possibility to quickly take shelter indoors in case of rain

A location such as the terrace and garden areas of BluePoint Antwerp combines the charm of the outdoors with the security of an indoor backup space. That way, you don’t have to gamble on the whims of the Belgian weather.

2. Provide catering that can withstand outdoor surprises

They say that food tastes better outdoors… unless your hamburger is blown away by a gust of wind or your dessert melts before it is served.

Therefore, choose a caterer who can handle outdoor catering: fast service, customised menu options and a plan B in case of extreme temperatures. Consider:

• Mobile kitchens or food trucks
• BBQ stands
• Refrigerated trucks for drinks and food
• Tents for shade or shelter

BluePoint Antwerp’s catering partner, White Signature, has years of experience with outdoor events and knows exactly how to spoil your guests with culinary delights without any logistical headaches.

3. Your guests’ comfort = a great atmosphere

Open-air events are great, but don’t forget: even the most beautiful sunset feels less magical when you’re shivering from the cold.

So make sure you’re prepared for all weather scenarios:

• Heating elements for cool evenings
• Shaded areas during hot afternoons
• Sufficient clean toilets, clearly indicated
• Comfortable rest areas

At BluePoint Antwerp, you benefit from practical combinations of outdoor and indoor facilities, so your guests always feel welcome in every season.

4. Think beyond tables and chairs

An outdoor event thrives on atmosphere, not just food and music. People also remember the small details.

So don’t forget:

• Comfortable lounge areas for catching up
• Bar tables for informal moments
• Warm lighting as soon as night falls
• Audiovisual support for speeches or music
• A dance floor or bouncy castle, if you really want to go big

At BluePoint Antwerp, all the facilities are in place to ensure that your outdoor event continues to shine in the evening.

Discover why event planners rate BluePoint Antwerp 9.5/10 on Eventplanner.be

5. Accessibility is not just a detail

A flawless outdoor event brings everyone together, without barriers — literally and figuratively.

So pay attention to:

• Easy access for wheelchair users
• Sufficient adapted toilets
• Clear signage

At BluePoint Antwerp, accessibility and comfort are a given, so that everyone can enjoy your outdoor event without barriers.

6. Think about the necessary permits

Nothing is more disappointing than a perfectly organised outdoor event that is shut down at the last minute… because you forgot a permit.

Find out well in advance about:

• Noise permits
• Food and drink permits
• Permits for temporary installations

BluePoint’s event planners can advise you on all this so that your outdoor event is 100% in order.

Bonus: Be the hero with a plan B

Outdoors? Yes. Blue skies guaranteed? Unfortunately, no.

Always have a backup plan: reserve tents, provide umbrellas or rain ponchos and keep an eye on the weather forecast. With BluePoint Antwerp’s flexible infrastructure, you can switch between outdoor and indoor spaces without any worries.

Conclusion

A successful outdoor event requires more than good weather and good intentions. With the right location, the right partners and solid preparation, you can create an outdoor event that will be remembered for a long time to come.

BluePoint Antwerp has everything you need to make your outdoor dream a reality.

Organise your outdoor event without stress at BluePoint Antwerp