Tips For Hosting A Celebration of Life Outdoors
*Note: we strongly advise you to understand what the current restrictions are in your city and state before planning any special event. There is no time limit or expiration date to hosting a Celebration of Life so if your event needs to be postponed, please consider doing so, or hosting a virtual event.
Hosting an outdoor celebration of life is a choice that can bring your family together no matter how large or small the group. With the proper protocols and physical distancing in place, you can gather friends and family together - safely - to remember, honour and celebrate the life of your loved one. Outdoor events can be a backyard, a specific event venue which meant a lot to your family, or a public park.
Aside from booking a location and setting up a few tables and chairs, there are a few other considerations to take into account now that we are heading into the warmer Summer months.
Tip #1: Make A Plan For Rain
Probably our favourite tip of them all! A plan for the rain (also known as a ‘rain plan’ in the event community) is going to be imperative, especially in cities with unpredictable weather. New Narrative is based in Vancouver, British Columbia, which is known for its unpredictably rainy days. We recommend you scout out your venue of choice and make a socially distanced plan for guests if they need to take shelter.
Tip #2: Use deck stairs or a grassy hill as an option for seating
We love this for its simplicity. If you are able to be in an area that is either on a hill or has a gradual slope, make use of these multi-level options for guests to take a seat and be able to see the podium or person delivering the speech.
Tip #3: Order personalized paper fans for guests to cool themselves down
Connect with a local printer to ask about what they offer for thicker card stock or paper fans. Offering your guests a way to cool off works in a practical sense and can be a special keepsake for later. If you are short on time, visit a dollar store or a local supermarket to see what they offer for small and inexpensive fans.
Tip #4: Ask a local caterer for individual meal boxes for a chic snack option.
If your city has a catering team, chances are very high that they have adapted to provide individual snacks or meal boxes. If your event is over the lunch hour or inching close to dinner time, consider providing a more substantial meal in a box. If the event is being held in the afternoon, we recommend asking for a small box of takeaway sweets or charcuterie options.
Tip #5 : Rent a TV, speakers, and microphones for larger spaces
As an event planner, we always want to make sure our guests can see and hear the event as clearly as possible. With social distancing measures in place, your family may need to host your event in a space larger than usual to accommodate everyone being together. If there is a good chance you will need a large area, it is always a good idea to consider renting a TV screen (60” or larger), a set of speakers, and a microphone. We’ll dive into AV needs in another blog post, but if you do rent equipment, consider asking your provider if they can send someone to be with your family to manage the equipment. With our AV package, New Narrative includes two on-site staff to help manage the equipment, and connect guests virtually on the TV if desired.
Tip #6:
If the event goes past sunset, rent or purchase outdoor patio lights.
On the same note as everyone seeing and hearing each other clearly, consider renting outdoor lights for a calm evening glow. You’ll be thankful you have an illuminated area when guests need help finding their way or if guests stay past the end time, sharing stories and memories.