Outdoor events look effortless when you walk in: beautiful lighting, great sound, everything crisp and polished. If you’ve ever been the one producing it, you know it’s a whole different game behind the scenes.
We’ve produced everything from elevated garden dinners, rooftop conferences, and massive brand pop-ups in unexpected places; along the way we've discovered fresh air doesn’t always mean a breeze. Keep reading to find out how how we make sure it feels effortless, even when the forecast or the fire marshal throws us a curveball.
1. Your plan needs a plan
Contingency planning isn’t optional. It’s baked in. We build our outdoor events assuming something will go sideways. Could be weather. Could be a power hiccup. Could be the drone show that suddenly needs FAA clearance.
For every event, we map out our Plan A, B, and usually C. Where does everything move if rain shows up? Can the flooring hold up to a storm? Will the linens dry by go-time? It's the kind of stuff you don’t want to plan for or need, but when you do, you’ll be glad it’s there.
2. Power, permits, and people
If you’re outdoors, you’re likely dealing with more logistics than you bargained for, including power generators, site inspections, permits, vendor access, city restrictions, and the list goes on.
We’ve worked everywhere from the middle of Millennium Park to tucked-away rooftop terraces, and every one of those locations came with its own playbook. No two setups are the same, but we know what questions to ask early so we’re not stuck scrambling the day-of.
3. Think experience-first, then logistics
Even though we love solving the technical side, our first question is always:
“How do we want people to feel?”
Outdoor events come with a natural wow-factor. You’ve already got atmosphere and space on your side, but it’s what you layer onto that canvas that makes the experience eXtraordinary. We think about lighting design that shifts as the sun sets, food stations that blend into the landscape and music that adapts to energy levels. Little details like custom sunscreen stations or cozy branded blankets when the temp dips ensure that no matter what else happens, your guests feel seen and cared for.
4. Lean on a nimble, invested team
Our team is small, tight-knit, and everyone wears more than one hat. That means when we’re loading in, we’re also double-checking sight lines. When we’re managing talent, we’re also watching crowd flow. When you work with a boutique partner like us, you get people who are personally invested in making your event as seamless and successful as possible.
5. Celebrate the magic moments
One of our favorite parts of any outdoor event is that moment about five minutes before guests arrive. The space is humming, everyone’s in position, and there’s a quiet confidence in the air. That’s the product of weeks (sometimes months) of planning.
And then... The guests arrive, the music starts, and the experience begins.
That’s the magic. And we live for it.
TL;DR?
Outdoor events are beautiful, powerful, and totally unpredictable. But when you plan ahead, stay nimble, and obsess over guest experience, the result feels like we might actually have Mother Nature on the payroll. If you're planning an outdoor event (or just dreaming one up), let's chat.