Will it rain? Will it snow? Will the audience be able to hear over the construction noise next door? These are all valid questions when planning an outdoor meeting. However, the first and most important question should be, “Does it absolutely need to be outdoors?”

“There are significant challenges with outdoor events,” says Mark Lorimer, CMP, partner with Eventive Group, an independent, third party production company that designs corporate meetings and special events. “I always make sure that there is no other way to do it before we plan for an outdoor event and that the reason they are holding it outdoors is because it fits their objectives.”

With all that said, here are some guidelines from Lorimer to help you plan an outdoor event:

Study and plan for weather: Look at the climate history for that area and time of year. Plan for a worst case scenario. “Don’t plan for what you hope is going to happen, but plan for what is possible based on history,” says Lorimer. “Don’t turn a blind eye to the fact that it snows once every seven years.”

Use local resources: If you are planning an event outside of your area (and most of us do), contact local planners first to get their insights about resources and what is appropriate for the venue. Never take for granted that what applies in your area applies in other areas, stresses Lorimer.

Assume that audio will be a challenge: Spend a tremendous amount of attention on planning facilities for audio. Audio can really destroy a meeting if it’s not done right. Consider location and other noises – traffic, construction, local airports and flight patterns, and other things can really ruin any meeting, says Lorimer. What might work at one outdoor venue may not work at another.

Assume that video/visuals will also be a challenge: Actual projection won’t work because the light will diffuse it and create problems. You will need LED or plasma screens, says Lorimer.

Attain low-noise emission generators for power: Position generators in the right place so that the noise doesn’t become a distraction.

Consider using mobile stages: Lorimer says that mobile stages are very effective not only because they are relatively inexpensive, but also because they come equipped with everything you need including a stage, outlets, and facilities to hang lights and speakers.

Check to see what else is going on in the area: Other major events going on at the same time as your meeting could pose problems especially with traffic, noise, and set up. Even availability of resources (tents, tables) could be scarce if too many events are held at the same time in one area.

Consider cell phone and wireless signals: Attendees need to have access to outside communication. Consider whether or not the area you choose has cell towers.

“All too often we get caught up in the site and vision and we need to look at what value it brings to the event,” says Lorimer. “Ask yourself, ‘Will I get ROI for the effort of holding this meeting outside?’”