Rosie Lee-Phillips, Assistant Head of Conferences and Events (Campus Operations), University of Leeds shares her top tips for planning an outdoor event.

There’s something special about a summer event held outdoors. Whether it’s a team away day, an academic celebration or a community gathering, open-air events offer a relaxed atmosphere and a chance to do something a bit different. But with the unpredictability of British weather and the added complexity of outdoor logistics, careful planning is essential.
At the University of Leeds, I’ve supported everything from large-scale celebrations to informal receptions and the most successful events always start with the same thing: a solid plan. Here are my top tips to help with your summer event planning.

1. Always have a weather-proof plan

We all hope for sunshine but in the UK, a backup plan is a must. A sudden downpour or strong winds can throw everything off track if you’re not prepared.
Top tip: Build your contingency plan into the event design from the start. Whether it’s access to an indoor space or covered structures like marquees, make sure you have a clear alternative in place. We can help identify the most practical options depending on your guest numbers, layout and catering needs.

2. Consider accessibility from the outset

Inclusivity should be at the heart of any event planning. Outdoor spaces can present unique challenges, so it’s important to think carefully about how your layout, surface types and facilities will affect different guests.

Top tip: If your event is taking place on grass or uneven ground, consider adding stable pathways or temporary flooring to support wheelchair users and others with mobility needs. Our team works closely with the University’s Disability Services and can advise on practical steps to help make your event accessible to all.

3. Understand the space and its limitations

Outdoor events give you more freedom but they also come with more responsibility. From understanding what power sources are available to checking ground conditions for things like staging or gazebos, it’s important to know exactly what the space can support.
Top tip: Walk the site with someone who knows it well. We offer site visits as part of our venue hire and can talk you through practical considerations like access, waste disposal and noise restrictions.

4. Health and safety comes first

Risk assessments are crucial for any event but outdoors, there are added factors to consider. Uneven surfaces, trip hazards, extreme weather, and temporary structures can all pose risks.

Top tip: Carry out a full risk assessment well in advance and revisit it closer to the event, especially if the forecast changes. Our team can support you with documentation and liaise with the University’s safety contacts to make sure nothing gets missed.

5. Think about guest comfort

Even on a warm day, comfort can’t be overlooked. Are there shaded areas? Enough seating? Is there water available? If the weather turns, will people still be able to enjoy the event?
Top tip: Think about the full guest experience from arrival to departure. We can help with hire items like outdoor furniture and parasols and advise on layout for a smooth flow through your event.

6. Power, AV and Wi-Fi – don’t assume it’s plug-and-play

Outdoors doesn’t mean off-grid, but AV and power need extra thought. Will your equipment be protected from the elements? How far is the nearest power source? Will your speakers be heard over background noise?

Top tip: Tell us early if you’re planning on using AV or need a strong Wi-Fi connection, we’ll make sure everything’s tested and ready to go, or help you source the right kit.

7. Have a clear schedule and stay flexible

Outdoor events often feel more informal, which can be a real strength but that doesn’t mean going without structure. A clear running order helps suppliers, speakers and staff stay on track, while flexibility allows you to adapt if needed.
Top tip: Build in buffer time between activities. And if you’re working with our team, we’ll provide an experienced on-the-day contact to help keep things moving.

8. Let us lighten the load

Running an outdoor event doesn’t mean doing it all yourself. From planning and logistics to on-the-day support, we’re here to help. Our events team offers everything from basic venue hire with essential support to full-service event management so you can focus on the content, while we handle the details.

Planning an outdoor event this summer?

Get in touch to find out how the University of Leeds Conferences and Events team can support you.