If your event planning career leads you to producing a number of events, on beaches and islands, then this blog post is for you. Over the years, we have learned a few tricks of the trade that will help make your beach or island event a spectacular success.
Rising Tides
Have you ever heard the expression, “A rising tide lifts all boats?” Well, a rising tide will also lift your event’s décor, your tables, your food, your guests’ shoes and handbags, and everything else within its reach. So, anytime you’re doing an event on a beach or island, you must be aware of the tidal range for that time of year. Be aware that full moons create the highest (and lowest) tides, and onshore winds, especially in shallow water, can create what is known as a blow-in tide. Conversely, strong offshore winds can create blowout tides, leaving stinky sand and scurrying crabs for the party!
You may visit a beach in December and see a high tide that’s thirty feet away from where you’re planning to do your event in the springtime, so you think you’ll be just fine. If you think that everything will be high and dry on your event day, you couldn’t be more wrong. If there is a full moon or an exceptionally high tide, you could find that same exact space completely underwater in March.
Tip: “You can find projected U.S. tide heights, sunrise, and moonrise information for up to a year in advance at: www.saltwatertides.com.” Tweet This Quote
There Will Be Bugs
The next thing to consider when it comes to beaches and islands is flying bugs. If you’ve ever done evening events in the Caribbean or in Florida, you already know that insects like gnats, mosquitoes, flies, and other seemingly invisible bugs (we call them no-see-ums) can be nuisances at certain times of the year. We have learned this lesson many times over. When Mother Nature wants your attention, she can devise some pretty stunning ways to get it.
The truth is, you can put out as many candles and insect repellents as you want, but if any of your guests are allergic to those particular bugs or prone to getting bitten, it can put a damper on your event and even lead to legal issues. And therein lies the lesson: You want to avoid mingling with those insects in the first place. Just because you don’t see insects during your site visit, it doesn’t mean they won’t be there later.
When it comes to pests, count on having them, and prepare to exterminate them ahead of time. Pests, especially bees and other insects that can sting, can become both a nuisance and a liability. If you need to spray, make certain that the time of spraying does not conflict with what other vendors are doing and find out whether or not people can be around when the spraying takes place. You should also ask the exterminator how much time must elapse before food can be safely put out, whether linens can be on the tables during the spraying, and what the side effects of the various sprays are.
When the Wind Blows
The next big issue on beaches and islands is wind. That nice, gentle, tropical breeze that’s barely rustling the palm fronds on the morning of your event can turn into a thirty-knot gale after the sun goes down. Again, there are seasonal trends that will help you know what to expect, so look at the almanac and ask around. Is it windy that time of year? What about prevailing winds on your chosen side of the island?
During the setup of outdoor beach events, secure every item as if the wind was already blowing at twenty knots. So often, We have seen events get set when there is no breeze, and then the crew leaves before the event starts. Then the wind picks up as the sun goes down. Next thing you know, the décor is toppling, the linens and centerpieces are blowing away, and the possibility of a dangerous situation is imminent.
Sand for Dinner
Some people love sand between their toes; others despise the feeling. But one thing is unanimous—we all could do without sand blowing in our faces and in our food. This is another reason to be diligent about knowing the wind trends. Also, realize that when you set tables and other things on the sand, they have a tendency to lean. Food and drinks will fall off cockeyed tables, so keep that in mind.
Perhaps the most important issue when planning a beach or island event on sand is to be considerate of your guests. How will they be dressed? Are they going to be casual and barefoot, or more formal with shoes on? Sand can be a real pain for people who aren’t dressed appropriately for it. One great idea is to set up a shoe station, where guests can swap their shoes for flip-flops and wipe sand off their feet. The station could include a bench, towels and a bucket of water.
Lighting Up the Beach
Finally, we’re back to our old friend (or nemesis): Power. Power is an issue at almost every venue, especially outdoor ones, but the beach brings with it a special challenge because there is absolutely none of it to be had. So, know that you’re going to bring in generators and there is going to be cabling to deal with. The good thing about cabling on the beach is that you can dig a trench and put it all under the sand. Problem solved—no more tripping hazards!
Beaches and Islands make for great outdoor event venues. There is no better outdoor backdrop, than a warm evening, tropical weather and the sound of waves. These tips should assist you in planning and avoiding any seaside mishaps.
To gain more tips on producing stellar outdoor events, download your free digital copy of “Going Live – Insider Secrets to Corporate Event Production” and stand out from your competitors!