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Moving past the confines of four walls, event hospitality is bringing in a breath of fresh air. Guests are scrambling to bring their Pinterest boards to life, turn corporate events into outdoor parties, and infuse natural elements into their gatherings. There is a promising rise in outdoor events from whimsical garden parties to elegant banquets.
A cultural and cinematic inspiration
This surge in outdoor events is not a coincidence. Behind the love for outdoor events is the popularity of diverse cultures and subcultures that have now impacted guest behaviours, and their collective consciousness.
- Period drama and fantasy fiction: The global phenomenon of period dramas, with lavish garden parties, opulent balls, and romantic tea ceremonies, has ignited a desire for similar aesthetics in real life. Think of Bridgerton-inspired weddings, or the rustic charm of a country manor reception.
- The “Escape” factor: After years of limited indoor gatherings (COVID 19/ travel bans), there is now a yearning for open spaces and natural beauty. Outdoor events offer a refreshing escape from the mundane, providing a sense of freedom and expansiveness.
- Aesthetic appeal: In an Instagram-driven world, the visual appeal of outdoor settings is a selling factor. Gardens, sunsets, and natural light provide the perfect backdrop for memorable photos and shareable content, turning every event into a potential viral moment.
- Wellness and biophilia: A growing global emphasis on wellness and connection with nature (biophilia) makes outdoor settings inherently appealing. Events held amidst greenery can foster a sense of calm and well-being, contributing to a more enriching experience for attendees.
New facets of outdoor events
Factors driving growth
Themed immersive experiences
Events are now designed to immerse guests in a theme inspired by cuisines, culture, cinema, and more.
Experiential dining
Banquets and catering outdoors are becoming dynamic with live cooking stations or mobile cocktail bars.
Sustainable celebrations
There is a strong push for eco-conscious events, encouraging natural elements, minimising waste, and sourcing locally.
Glamping retreats
Longer events are now drawing inspiration from luxury camping, offering unique overnight experiences.
Powering the perfection outdoors
While the allure of the outdoors is natural, executing flawless outdoor events, especially banquets and events, requires meticulous planning and robust technological support.
- Centralised booking and venue management
Imagine having a clear view of all outdoor spaces of a hotel, whether a garden terrace, lakeside lawn, or rooftop. A centralised system and effective coordination enable precise scheduling, preventing double bookings and managing the unique needs of each outdoor area. Teams across each department of a hotel or venue will be better informed to make swift decisions, execute careful planning, and communication and ensure optimal use of every venue, enhancing the guest experience.
- Streamlined procurement and inventory
Outdoor events often involve complex menus and logistics. Efficient procurement processes, strong supplier relationships, and careful tracking of inventory (such as special crockery, marquees, or outdoor heating) help ensure every element arrives on time and meets quality standards. This has multiple benefits for venues; it reduces waste, maintains the freshness of perishables, and keeps operations running smoothly. With smart material management, venues can ensure seamless service at every function. All the while handling crucial details like dietary preferences, group or corporate seating, specialised menu combinations, and themed event logistics with greater efficiency.
- Optimised resource allocation and staffing
Whether it is making sure enough servers cover a garden party or organising the event crews for a large banquet, thoughtful staffing plans based on event size and complexity reduce confusion and improve service quality. For instance, IDS Next’s FX Sales and Catering enables clear communication via a digital diary to eliminate conflicts and ensure the right people are in the right place at the right time. Empowering employees with the right tools will, in turn, let them excel at what they do, so that every operation and guest interaction occurs with zero glitches.
- Guest preferences and personalisation
Attending guests’ specific requests, whether it is a preferred seating area, dietary restriction, or a favourite beverage, can turn a good event into a memorable one. When this information is recorded and shared across departments through a unified system, it enables venues to anticipate needs, personalise offerings, and respond proactively rather than reactively. Tracking the patterns in guest behaviour helps teams forecast demand, tailor services, and continuously refine guest experiences. This thoughtful, data-driven approach not only enhances satisfaction at the moment but also strengthens long-term loyalty.
- Real-time financial tracking and billing
Outdoor events come with unique financial challenges, from rental fees to food costs and weather contingencies. Transparent and up-to-date financial tracking is key to managing these challenges effectively. With integrated billing solutions and payment systems, real-time data helps ensure accurate invoicing, streamlined expense reporting, and seamless transactions for guests, staff, and suppliers. This level of transparency not only prevents errors and miscommunication but also builds trust among stakeholders. It enables venues to manage budgets efficiently, respond quickly to changes, and maintain control over event costs.
End confusion, miscommunication, and misunderstandings. Up your event management game now.
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In a world increasingly seeking unique and memorable experiences, the rise of outdoor events, from charming garden tea parties to magnificent banquets, presents a golden opportunity for the hospitality sector. Events are becoming complex, transforming natural settings into unforgettable stages for connection and celebration.
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Author
Nandika Udupihilla
Vice President & Country Head, Indian Ocean – Sales
Nandika is responsible for the Sales and Operations of the Indian Ocean Region, looking after Sri Lanka, Maldives, Seychelles and Mauritius. His years of expertise in IT and strategic management have helped contribute to streamlining the technological needs of IDS Next's global clients.
