Dreaming of Hosting an Outdoor Event? Great Idea!
You’re in the right place. My name is Johan D, and for over 20 years, I’ve been helping people create unforgettable moments under the Swiss sun (or sometimes the stars). Weddings, product launches, groundbreaking ceremonies..I’ve seen it all! But my true passion? Outdoor events.
Today, we’re diving into how to choose the perfect venue for your outdoor event in Switzerland. Because, let’s be honest, a breathtaking setting can make all the difference. And trust me, choosing wisely from the start helps avoid unpleasant surprises.
Photo Credit : 10×15 Riviera
For an Outdoor Wedding, Choosing the Right Venue is Key
Say goodbye to traditional indoor reception hall and imagine celebrating in a stunning Swiss château surrounded by lush gardens, where your guests can stroll and soak in the enchanting atmosphere. Such a setting creates the perfect backdrop for an unforgettable wedding, where every detail matters.
Before booking your dream location, there are a few essential details you can’t afford to overlook. From unpredictable Swiss weather to logistics and accessibility, every factor plays a role in making your outdoor wedding a true success. Let’s guide you step by step to avoid any unpleasant surprises!
1. Access and Logistics: Leave No Stone Unturned!
Parking and Space
Ensure the venue can comfortably accommodate all your guests. Plan for about 1 to 1.5 m² per person for a seated arrangement and 0.5 to 1 m² for a standing setup.Don’t forget about parking! If guests have to park 2 km away, they might not start the celebration in the best mood.
Photo Credit : Jumei Tent
Public Venue: Don’t Forget the Permits
If you choose a public space for your event, make sure to obtain all the necessary permits (such as municipal authorizations). It may seem like a minor detail, but without it, your event could end much sooner than planned and not for the good reasons!
Accommodation Nearby
Ensure your guests have overnight stay options either at the venue or nearby. Nothing ruins a fantastic celebration like a long drive home at the end of the night. If possible, opt for a venue that offers on-site accommodations.
If your dream location doesn’t have enough rooms, consider a unique Swiss experience: glamping! Providing luxury tents for your guests can be a stylish and practical solution. Click here for more details on our article related to this topic.
Choosing the Right Season
Hosting your event in the off-season or shoulder season can be a smart move. Not only will you save on venue rental costs, but you can reinvest those savings into tent rentals or heating solutions, especially if the weather is unpredictable.
Plan A: Prepare Everything from the Start
Forget about a last-minute “Plan B” for rain. When planning an outdoor event, your Plan A should already include tents and marquees. Some rental companies may offer discounts if the tent isn’t needed in the end, but these deals are rare—and they usually require a decision 10 days in advance. And let’s be honest: who can accurately predict the Swiss weather that far ahead?
As an experienced event planner, I don’t even understand why some rental companies offer these arrangements.
Photo Credit : Stunning Tents
2. Water and Electricity: The Fuel For Your Event!
A venue without water or electricity? That’s like a party without music—simply impossible! Before confirming your reception space, make sure to check these essentials.
Access to Water and Electricity
Ideally, choose a venue close to a reliable water source and with sufficient electricity supply. This will facilitate the setting up your infrastructure. And if you’re planning a magical lighting setup or a festival-worthy sound system with bass similar to Bob Sinclar, be sure the power supply can handle it! A blackout in the middle of the night? Definitely not part of the plan.
Generators: A Practical Solution
No worries if your venue is a bit off the grid. Generator rentals are a common and affordable solution. Just make sure the site is accessible unless you’re planning to airlift everything in by helicopter (not the most budget-friendly option, but hey, who knows!).
Eco-Friendly Alternatives: Why Not Solar?
For a more sustainable event, consider solar-powered battery solutions. While they’re not yet the standard, they are an innovative way to add a green touch to your celebration—perfect for an eco-conscious Swiss wedding or event!
Photo Credit : Technobio
Water : A Must-Have!
If your venue lacks direct water access, renting water tanks is a practical solution. While this service is less common, it’s essential if you’re far from a reliable water source. Whether for restrooms, catering, or keeping your guests hydrated (be it with water or champagne—your choice!), never overlook this crucial logistical detail.
Photo Credit : Event Water Supplies
3. Restrooms: Think Comfort, Think Sustainability!
Let’s talk about something that may not be glamorous but is absolutely essential: restrooms. This is an area where you can elevate your event experience and even choose a more eco-friendly option!
Dry Toilets: A Sustainable Choice Worth Considering
I know, I know, 90% of people I mention dry toilets to are skeptical at first. But let me tell you, they’re becoming increasingly popular at outdoor events. Not only are they eco-friendly, but they can also add an innovative and responsible touch to your celebration. So why not give them a thought?
Classic Toilets: For the Traditional Ones!
If dry toilets aren’t your thing, no worries! You can always opt for luxury restroom trailers, available in various levels of comfort and style. They provide practicality and convenience for your guests and can seamlessly blend into your event’s ambiance.
Photo Credit : Tcheen
Facilities for Event Staff: Don’t Forget Them!
If your event requires several days of setup, make sure to arrange portable restrooms for your vendors and crew. It’s a small detail that makes a big difference in ensuring comfort for the people working hard to make your event perfect!
4. Catering: Make Sure They Have Everything They Need to Delight Your Guests!
Your caterer is one of the key ingredients to a successful event. Let’s be honest, a great meal is often what guests remember most from a special day. But before you get carried away by their delicious menu, ensure that they have everything they need to work efficiently and seamlessly.
Workspaces & Setup
Most caterers require a dedicated workspace, often in the form of tented kitchen areas for food prep and storage. It may seem obvious, but confirm these details well in advance! Some caterers also require a level flooring setup, which can add extra costs—especially if it wasn’t part of your original plan. Double-check these logistical needs early to avoid last-minute surprises!
The Lighting for the Catering Service
Have you planned a wonderful lighting ambiance for your guests? Great! But don’t forget that your caterer also needs lighting to work. Make sure to provide adequate lighting in the area where they will be working, especially if the event goes into the evening.
5. The Floor : Don’t Let Your Guests Wobble!
Ah, the floor! Often overlooked but essential for the comfort of your guests. Do you need a floor? Is the ground flat enough? Don’t worry, here are some tips to help you choose wisely.
The Chair Test : Check the Slope
A slight slope is manageable, but how can you tell if it’s too steep? Simple: during your site visit, bring a chair! Sit in different directions. If you can eat comfortably without feeling like you’re sliding…then it’s perfect! Otherwise, you’ll likely need to consider a level floor.
Custom Floors : The Solution for Uneven Terrain
If the slope is too steep, a floor on metal footings can level out differences of up to 50 cm. This is a common and effective solution to ensure perfect stability, even on uneven ground. A must if you want to avoid your guests being “tilted” throughout the meal
Photo Credit : Structura
High Heels and Grass : The English Trick
You don’t have a floor and you are worried that your guests in high heels might sink into the grass? Don’t panic, there’s a practical and stylish alternative: 2-meter wide rolls of mat. Very popular in England, these mats are starting to be available from tent rental companies in France. Perfect for creating paths or covering surfaces, they prevent high heels from sinking into the grass. Add a wooden dance floor, and you’ll have a surface ready to welcome your guests for dancing all night long!
Photo Credit: Kata Mat
In summary, every detail matters to transform your outdoor event into an unforgettable experience.
Whether it’s the choice of location, logistics, or even innovative solutions like eco-friendly toilets, proper planning is essential. The outdoors offers endless possibilities, but it also requires special attention to avoid unexpected surprises.
In Switzerland, for example, a garden can become the perfect setting for a romantic ceremony. A flower-lined path leading to the altar or stage can add a magical touch to your wedding. Additionally, a venue with diverse outdoor spaces allows you to organize various activities throughout the day, whether it’s an outdoor cocktail or dancing under the stars.
Feel free to contact me for personalized advice and to benefit from my expertise. Together, let’s turn your vision into an extraordinary reality under the sun… or the stars!
Johan D
Johan D
Passionate about hosting and crafting the perfect atmosphere for unforgettable events, I offer practical tips and tricks, with a touch of humor and a keen eye for detail, to help you enhance your celebrations, ensuring everything goes smoothly.
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Johan D
Passionate about hosting and crafting the perfect atmosphere for unforgettable events, I offer practical tips and tricks, with a touch of humor and a keen eye for detail, to help you enhance your celebrations, ensuring everything goes smoothly.