9 Tips for Planning the Perfect Outdoor Holiday Party

9 Tips for Planning the Perfect Outdoor Holiday Party

Most of us are starting to get the party fever with the holidays fast approaching. If you’re deciding to do something big this holiday season, like planning a memorable outdoor holiday event for your family, friends, and coworkers, you’re not alone.

Truthfully, sharing love and joy during holiday gatherings is a practice that is more important than ever right now. However, outdoor holiday parties don’t just happen out of the blue. They require careful planning, from picking the right timing and location and sending out invitations to choosing activities, facilities, and refreshments.

With that in consideration, do you wish to know what it takes to plan a successful outdoor holiday party with love? If so, keep reading.

Below, we’ll review some of the best tips to consider when you want your outdoor holiday party to go off without a hitch.

  1. Pick an excellent outdoor venue

Selecting the ideal place for the holiday party will help you save needless worry and tension. Determine the most suitable day for the celebration and begin your venue search early. It would be best to keep in mind that you’ll need time to visit each location, get a tour, and sample their meals.

  1. Ensure everyone is at ease

When it comes to outdoor events, there are a few extra things to check to ensure guests have the best possible experience. Start by getting fans and heaters ready for both nighttime and daytime temperatures. Then, provide a reasonable number of chairs and tables for the guests.

The bathroom issue cannot be avoided either. Thus, determine how many bathrooms you’ll need for your outdoor party. The best option here is to rent portable toilets. As you put together your plan, you may need to rent a wheelchair-accessible porta-potty and even ramps for disabled guests. Furthermore, note any locations that might be problematic and plan how you’ll make them easier for people with impairments.

  1. Create a budget

Giving yourself a budget before you begin the planning stage is always a viable idea. Include all of the costs for your holiday party as you write out your budget. Start calculating prices, then have a conversation with the people involved about a reasonable budget. 

Know that an all-inclusive location will have a single set fee for the celebration, making it easier for you to stay within your spending limit. In the early phases of planning, try to create a budget so that you can determine what’s feasible and what’s not.

  1. Little things mean a lot

Although it is frequently forgotten, staffing needs to be an essential item on your outdoor holiday party planning list. Ensure to confirm that there will be enough staff members to facilitate the flow of your holiday celebration. 

Nothing ruins a party more than having your guests wait in line for drinks, being late picking up their car from the valet, or wasting time at the coat check.

  1. Explore your food options

When it comes to parties, food is everything. So, ensure your menu is something everyone will like and remember. Deciding your food options in advance is crucial when organizing a holiday celebration. Try to match the decorum and celebration of your party with the catering menu and style. For instance, an informal gathering may require an open bar and a buffet-style meal, but a formal gathering may be best served by staff. You can estimate how much food you’ll need by doing a head count and creating a guest list in advance.

  1. Know the rules

The additional regulations controlling outdoor events are also crucial. Finding out about local laws governing outdoor events, safety and fire codes, and noise ordinances may not be the most enjoyable aspect of the process. 

Still, it will influence what you can do and when you can do it. You should check with the local police force and city council before arranging anything unusual, such as fireworks, hosting a light display or bonfire, or bringing in specialized equipment.

  1. Gather the right equipment for the party

Most outdoor activities need a lot of equipment to function correctly. Your caterers may require specialized equipment for chilling, storing, cooking, and serving food. You’ll also need locations for them to sit and everything necessary for guests to consume a meal. 

Moreover, because of the extra difficulties presented by an outdoor setting, you could additionally want a dance floor, lighting, electricity, tents, and other items. You can find affordable custom tents to shelter your guests from the weather and create a comfortable atmosphere in the venue. Don’t worry if this seems overwhelming. Choose excellent vendors with outdoor event experience. They can help direct you and clarify what type of stuff you need to solve the puzzle.

  1. Don’t forget about the entertainment

Any type of gathering must have appropriate entertainment. Consider a room full of people enjoying the holidays with absolutely no joy. This kind of circumstance could cause the party to drag on. It is your duty as the party host to offer entertainment that will keep your guests occupied, pleased, and amused throughout the evening. 

The best place to start is with music, which is often all you need. Based on your party’s theme, think about the kind of playlist you want to make. Additionally, decide if you wish to have music playing through the speakers or some live entertainment. Other than music, consider renting bar games like foosball, darts, and bag toss.

  1. Check the weather condition and have a backup plan

Since your holiday party will be held outside, you must prepare for bad weather and keep an eye on forecasts as the day draws closer. Plan your “rainy day” approach well before time. For example, can your party be easily moved indoors? Will movable pavilions offer enough shelter, or will you have to set up tents, come rain or shine? 

Or will you delay or cancel your holiday get-together given the weather situation? The responses to these questions will influence numerous other planning choices. If bad weather causes cancellation or destruction, be aware of your cost obligations and insurance coverage. It applies to renting equipment and a venue, hiring catering services, security, etc.


The holidays are undoubtedly the perfect time to spread love and joy. Throwing an outdoor party may be best if you want to share the holiday spirit with everyone. With the planning tips shared above, you can easily plan the perfect party. So, what are you waiting for then? Take pleasure in your holiday creation and leave the worries outside. Go ahead and make the most of it because you only get to do it once a year.

Scott is the editor-in-chief of Spice Market New York. He is also an author and publisher of his own craft.