While the weather allows for it, there is something about live music that simply hits different. From weddings, family gatherings, to corporate happy hours- being outside shifts the entire event energy to relaxed, natural, and honestly unforgettable. But what most people don’t realize, is it takes A LOT to get every detail of an outdoor event to fall into place. If you’re dreaming of outdoor entertainment at your event, here is exactly what to consider (and how to nail it).
WHY LIVE MUSIC OUTDOORS JUST. WORKS.
1.) The atmosphere is unmatched
There’s a reason so many events are moving outdoors. As the years go by, we are seeing more appreciation for open air weddings, the combination between corporate gatherings and natural elements, and the rising “trend” of getting outdoors. Outdoor events feel bigger, more open, and naturally more social. The trick is: add a live band or DJ and watch the energy shift from mundane background music, into a full experience.
2.) More space = more energy
It’s very telling to see the difference in guests’ energy when they aren’t confined to a ballroom. Added natural space allows for everyone to move, dance, and interact more freely. This manifests into a guaranteed better overall vibe (and of course, fuller dance floor).
3.) It photographs incredibly well
Between natural lighting, sunset moments, and intentional lighting design, outdoor entertainment setups look unreal in photos and video, which is become increasingly more important.
THE CHALLENGES (that people don’t always think about)
1.) Weather is unpredictable
While this may be obvious… we’re not just talking about rain. Humidity, wind, and even extreme heat can significantly impact an event. Instruments, sound quality, and guest comfort can all quickly decline.
2.) Sound carries differently outdoors
Unlike indoor spaces, there are no walls to contain sound. Without correct production, music can feel lost, quiet, or uneven. This is especially important for events with large guest counts.
3.) Power and logistics can get complicated
This is where DIY setups usually fall short. Outdoor setups commonly require some sort of cable management, staging, generators, or even equipment coverage.
4.) Timing matters more than you think
While the sunset and natural lighting is a major bonus to an outdoor event. Lighting transitions and noise ordinances all play a role in event flow.
HOW TO NAIL IT
1.) Have a weather backup plan
As confident you may be in the weather of the day, a real backup plan is a MUST. Think tents, covered staging, clear communication with your vendors, and EVERYONE on the same page. While weather can make or break an outdoor event, the backup plan, is the key to confidence on your big day. Your vendors will be great help in making a plan, not only are they pros at this, they’ll benefit in the circumstance that a backup plan is needed!
2.) Invest in professional sound and production
Working with professionals makes the biggest difference. Working with a team like On It Productions ensures that your sound system, staging, and lighting are all designed specifically for your unique outdoor event- not simply adapted last minute. Not only will you be working with pros, but with every bit of their experience, they’ll be able to help plan every detail of the day AND the days backup plan.
3.) Choose entertainment that fits the setting
Not every band or DJ setup translates the same outdoors. Working with specialists helps you find the exact performers who are experienced in outdoor events. At an outdoor wedding, a 13-member band would be fitting to fill the space and keep everyone on the dance floor. Were as a corporate event may opt for a 6-piece band or hybrid DJ combination to enhance the ambiance and elevate the night. Experienced performers are comfortable adjusting their setup, energy, and pacing to perfectly match the space AND your crowd.
4.) Think about lighting beforehand
Outdoor events don’t stay bright forever. But this is the whole point! As the sun sets, it doesn’t just change visibility, but the ambiance. It’s essential to plan lighting fixtures to transition into the night smoothly. This is when the fun begins! Production companies make it easy to add light fixtures into event packages. A dance floor wash brings the attention to the dance floor, lighting up the space and increasing the energy of the dancing scene. Paired with light rods or DJ furniture, this is where the event truly turns into an experience. As stressful as it may be thinking about lighting an outdoor space, small additions can ease any worry.
5.) Be intentional with your layout
Where will the stage be? The dance floor? How does sound reach cocktail hour vs. dinner? These are small decisions, but can vastly impact how an event feels. Even a simple stage wash will elevate the look of your entertainment, instantly giving it a luxurious feel. Establish your end goal, and then the rest will come naturally.
THE BOTTOM LINE
Outdoor live music can be the best decision you make for your event- but only if it’s executed properly. When entertainment and production are aligned from the start, you get the best of both worlds: the energy of live music AND the atmosphere of an outdoor setting, without the stress of things going wrong behind the scenes. If you’re planning an outdoor event and want to make sure everything runs seamlessly, working with BVTLive! and On It Productions will make a world of difference. Chat with an entertainment specialist today to truly nail your outdoor event.
Blog Contributed by: Jillian Clark
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Kurt Titchenell
Guided by his experience as the bandleader of Philadelphia’s top band, Jellyroll, and President of BVTLive!, Kurt Titchenell has kept dance floors packed and created unforgettable memories for thousands of events nationwide! Widely acclaimed as an entertainment expert, Kurt and BVTLive! have earned the most prestigious accolades in the industry. Most notably were two Jellyroll performances at The White House. Kurt's dedication to the success of every event is evident through his passion for creating the ultimate party experience. As President of BVTLive!, Kurt is committed to making your event a success.