Organizing Outdoor Events: Costs - Experience - Notes

1. Cost of organizing outdoor events.

To organize a successful and professional outdoor event , businesses, individuals and organizations need to ensure costs for the following items:

• Event venue rental costs: Space rental costs (how many days to rent) and other incidental costs.
• Event equipment rental costs: Speakers, Stage lights, LED screens, Stages, Tent houses, Umbrellas, Microphones, Projectors, Steam fans, Gas heaters,... Depending on the scale of the event, use the appropriate quantity for the event.
• Event staff rental costs: Event staff, MC, Dance group, Singing group, KOL, PG, Receptionist, Security,... depending on the requirements and purpose of the event, the rental cost will be different.
• Event decoration costs: LED Standee, Standee, Banner, Background, Backdrop, Star curtain,...
• Moving and transportation costs: Equipment transportation costs, travel costs,...
• Advertising and communication costs : Printing leaflets - advertisements, gifts (key chains, hats, bags, umbrellas, raincoats, hand fans), invitations,...
• Other costs: Other estimated costs for the event.

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2. Experience in organizing outdoor events.

Organizing outdoor events brings a spacious and airy space for the event. With many outstanding advantages, they also bring many risks to the event. Some experiences that HSV ProAVL can share with customers are as follows:

2.1. Choose a suitable location for the event

To be able to choose a suitable outdoor location, you need to pay attention to some of the following criteria:

• How many guests?
• Who are the guests?
• Is the location safe?
• Is the location easy to get to?
• Is there parking and restrooms?

2.2. Prepare full event equipment

Organizing outdoor events often requires a lot of supporting event equipment and event personnel. Some items that can be mentioned are as follows:

• Event stage.
• Sound - Light.
• Space tent.
• LED display.
• Backdrop for stage.
• Some accompanying accessories such as: Standee, red carpet, umbrella, inflatable gate, inflatable puppet, poster,...

2.3. Event security issues

To ensure security during the event, businesses need to hire security guards to maintain order at the event. This ensures the safety of guests and increases professionalism.

2.4. Weather factors on the day of the event

When organizing outdoor events, businesses should limit organizing them during the rainy season to avoid affecting guests. If bad weather occurs before the event, customers need to equip tents and large umbrellas to ensure the event is most successful.

2.5. Note on legal issues of the event

Businesses need to complete paperwork before the event takes place in accordance with regulations. Including: Organization license, personnel contract, equipment rental contract,...

3. Risks when organizing outdoor events and how to overcome them

Below are some important notes to help businesses limit risks during event organization :

• Detailed planning: Prepare and plan clearly when organizing the event. Provide contingency plans to prevent risks that may occur during the event.
• Choose a reputable unit: Businesses need to choose for themselves reputable and professional event equipment rental and organization units. The main purpose is to reduce problems that may arise during the event.
• Technical and personnel inspection: Ensure personnel are experienced, professional and able to respond to unexpected situations that may arise during the event.
• Budgeting: Ensure a reasonable budget and contingency budget and track expenses incurred during the event. Avoid situations where expenses exceed the budget.
• Security Control: Apply security measures to protect the stage, guests and safety of everyone attending the event.

4. Address for selling and renting quality event equipment at good prices

HSV ProAVL is one of the units specializing in renting genuine event equipment at good prices nationwide. Some of our outstanding services can be mentioned as follows:

• Sound and Light Sales and Rentals.
• LED Screens for sale and rent.
• Event Stage for sale and rent.
• Space tents for sale and rent.

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CONSTRUCTION AND INSTALLATION OF EVENT EQUIPMENT

Hanoi & Ho Chi Minh City: 0366.055.231

Email: hsvavl@gmail.com

Website: https://proavl.vn/

Hanoi Branch: No. 229, Van Tri Street, Van Noi, Dong Anh, Hanoi

HCM City Head Office: 184/20A Le Dinh Can, Tan Tao, Binh Tan, HCM City