Outdoor event planning: 4 event infrastructure must-haves

When it comes to outdoor event planning, accurately assessing your event infrastructure needs will help the event go off without a hitch. Some of the most mundane details are often the most important. For example, having the right number of event porta potties is critical.

Event infrastructure requirements will vary based on the type of event and the event size and location, but here are four items that may belong on your outdoor event planning checklist, plus a fifth one to consider if device connectivity is essential.

1. Event porta potties

Standing in line for a porta potty isn’t a great attendee experience. Neither is a portable restroom that looks—or smells—dodgy due to heavy use. Guests may leave the event or be less likely to indulge in food and drink if bathroom facilities aren’t clean and readily available.

How many porta potties per person for an event?

The first rule of how to choose a portable toilet for an outdoor event is to get the number of toilets right. United Rentals recommends:

• For events lasting up to 4 hours: 1 toilet for every 50 guests.
• For events lasting 5-8 hours: 2 toilets for every 50 guests.
• For events lasting 9 or more hours: 3 toilets for every 50 guests.

Err on the side of extra toilets (10-15% more) if alcohol will be served or beautiful weather could bring out more event guests. Also err on the side of extra facilities if everyone will want to use the restroom at the same time, such as during a concert intermission.

Types of portable restrooms for events

For some events and event budgets, basic porta potties fit the bill. While standard porta potties from United Rentals come with hand sanitizer, you may want to spring for larger units that have sinks, or add portable hand washing stations, especially if food is being offered.

For larger or ritzier events, consider offering more upscale facilities. Portable restroom trailers for events come with anywhere from one to 19 stalls, flushable toilets and sinks with running water. You can even add air conditioning.

Remember that if your event is taking place in a public space, you may need to provide ADA-compliant restrooms.

2. Event fencing and event barricades

Large-scale events call for a system to control crowd flow, ensure security and limit access to areas like the backstage. That’s where event fencing and event barricades come in.

• Freestanding fence panels, which are supported by tube or peg stands, are ideal for event security and crowd control. The panels can be moved easily, and their design discourages climbing. Sandbags, based weights or driven posts can be added for extra stability.
• Bike rack barricades are perfect for guiding the flow of pedestrians. Lightweight and interlocking, they are easy to set up.
• Concrete jersey barriers and plastic jersey barriers are useful for directing pedestrian and vehicle traffic flow and limiting access to restricted areas during larger events or high-security events.

When planning for event fencing, consider adding customized windscreens. Windscreens that feature a sponsor logo, images of performers or other event-related imagery can promote the event and give it a polished and professional look.

Do you need a permit for a temporary fence?

In some instances, you’ll need a permit to erect event fences. Whether a permit is required depends these factors and others:

• The fence location: Will it sit on public property? Will it restrict access to roads or sidewalks?
• The height of the fence (fences 6 feet and under may not require a permit)
• Local zoning ordinances

To save a major headache later on, check with your city or municipality during the event planning stage.

Ground protection mats

If the event is taking place on lawn or grass and you’ll need to drive vehicles or equipment over it, you may want to lay down ground protection mats. These mats prevent ruts from forming and can protect grass from being destroyed or turf from being torn up. At the same time, they provide a smooth, level surface for vehicles and equipment to move across.

Lightweight mats are ideal for creating pedestrian paths, especially if the ground is soft, sandy, prone to mud or made of gravel. Sturdier mats can provide stable bases for event flooring and heavy structures such as VIP boxes.

The right type of ground protection mats for outdoor events depends how and where they’ll be used. United Rentals can guide you to the best mats and number of mats for your event. Mat types available from United Rentals include:

• Light-duty composite mats: Perfect for smaller events and tight spaces, these lightweight 4x8 mats can be moved by hand, which makes them easy to install without equipment. They work well for creating level, non-slip footpaths for guests and vendors and smooth pathways for wheelchairs and strollers.
• Medium-duty composite mats: Installed by forklift, these mats create temporary roadways for vehicles such as cars and food trucks, as well as secure walking paths for vendors and guests. They also serve well under decorative dance floors.
• Heavy-duty composite mats: These are ideal for creating access roads for heavier vehicles and equipment such as cranes, as well as stable surfaces for structures such as large stages and VIP boxes at golf tournaments.

Event radios

Concerts, festivals and sporting events require reliable communication among teams, especially during emergencies, so consider event communications services when planning your event. Renting two-way radios is often worth the investment. Also known as long-range walkie-talkies, they provide clear sound and a dependable signal, even in areas with poor cell reception.

Two-radios for events work on a closed loop rather than a public cellular or Wi-Fi network. A full-service rental radio vendor can recommend radios with the right wattage, set up repeaters as needed to avoid dead zones, and program the radios using proper frequencies, with multiple channels for different teams.

Network infrastructure: An additional consideration for certain events

If your event is large and you expect hundreds of simultaneous device connections or need to try to avoid a network failure at all cost, you may benefit from event-managed network services. These can provide foolproof, secure Internet, Wi-Fi and other data network connectivity specifically for your event.

United Rentals can design and deploy temporary networks tailored to the needs and layout of the event and perform continuous monitoring and troubleshooting to ensure reliable operation even as demand fluctuates.

Here are a few of the connectivity needs these networks can support:

• High-performance Wi-Fi for attendees and staff
• POS payment systems
• Live broadcasting/streaming
• Event mobile apps and attendee engagement platforms

Network segmentation is available.

Choosing an event infrastructure partner

At a well-run event, attendees enjoy themselves more, stay longer and spend more money. With so many items on an outdoor event planning checklist, however, getting every detail right can be challenging, especially when it seems like everything needs to happen at once. An experienced event infrastructure partner can alleviate some of the burden and provide peace of mind.

United Rentals has the knowledge, inventory and expertise to assist with outdoor event planning and supply the event infrastructure needed for events of any size. Team members can visit the site to help pinpoint the infrastructure requirements, then recommend solutions based on the location, terrain, expected crowd size and budget. A one-stop, full-service provider, United Rentals can also install fences and ground protection mats as well as deliver event-ready radios and portable toilets.

By partnering with a single, reliable vendor for all your event infrastructure needs, you can optimize planning, reduce phone calls, streamline deliveries and pickups and sleep better knowing that you’ve laid the foundation for your event.

Visit our online marketplace to browse our event infrastructure products and request a quote, or contact your local United Rentals branch.