TIPS ON HOSTING YOUR OUTDOOR EVENT IN NYC

Outdoor venues have become more popular in recent years, particularly in light of the recent pandemic. Considering hosting an outdoor event or rooftop wedding in NYC? Here are some tips and tricks we’ve learned over the years, some more obvious and intuitive than others, about executing a graceful and stress-free open air event.

1. PLAN YOUR EVENT TO CAPTURE DIFFERENT TIMES OF THE DAY (AND NIGHT!)

If your event is being held at a NYC venue with a view, you’ll want to take full advantage. Check what time the sun goes down and invite guests to arrive a little before then, so they get to experience the space in full daylight, at sunset, and the twinkle of the skyline as the city lights up at dusk. Moving through different times of the day creates a dynamic experience for you and your guests. And, it offers an excellent opportunity for your photographer and videographer to capture all the vibes.

NYC’s best venue with a view is actually three different venues depending on whether you’re there in the daytime, at twilight, or at night!

2. MAKE WEATHER THE STAR OF THE SHOW!

First off, the number one rule of planning any outdoor event is to have a rain plan. In New York, it is  impossible to predict the weather more than a week in advance, so do yourself the huge favor of mentally and physically preparing yourself for rain or shine! If rain clouds start to roll in as your guests arrive, do not despair! Dramatic clouds can be every bit as beautiful as blue skies. If you are prepared with sheltered areas for gathering, you’ll thank mother nature for the opportunity to (safely capture) the magic of an oncoming storm.

Dark and stormy skies make for beautiful photos

In our experience, wind can be a wedding photographers best friend!

3. WIND IS A BIGGER CHALLENGE THAN RAIN

Everyone worries about rain, but few people think about its chaotic cousin, wind! In warmer weather, a little precipitation just dampens the mood: wind, on the other hand, can really blow things up if you’re not properly prepared. If you’re hosting an event outdoors (and especially on a rooftop!) make sure to planning your décor accordingly. Opt for stemless glassware, clamp linens to tables, and choose heavy pieces that won’t blow around if a breeze picks up.

4. DRESS THE PART!

There’s nothing worse than having to deal with an issue that was completely preventable. If your event will be held during spring/fall shoulder seasons, anticipate that 8pm will feel a lot chillier than 6pm. If you’re looking at outdoor venues, chances are, you’re working with some uneven terrain. Over-communicate with your guests and provide recommendations on what to wear and extra things to bring (a second pair of shoes perhaps, or an extra layer). There is no going wrong with giving folks ample notice on what to expect.

5. IS AN OUTDOOR EVENT THE RIGHT FIT?

Finally, it’s important to give a hard think on whether an outdoor event is right for you–and your guests. Mother Nature is a bit of a diva, and can sometimes be a bit dramatic. If you can tailor your event such that a curious honeybee or a surprise storm won’t throw a huge wrench in your run-of-show, an outdoor venue in NYC will be a welcome antidote to our lives increasingly spent indoors. But if you need access to audio/visual equipment for your program, a controlled temperature, or shelter from the elements for guests who aren’t as comfortable with nature, you might look for a hybrid indoor/outdoor venue. A hybrid venue, such as our Sunset Park farm, offers the advantage of allowing guests to step outside and experience the glory of an open sky, then come back inside to a controlled environment for your program free of distractions. A hybrid venue, such as our Sunset Park farm, offers the advantage of allowing guests to step outside and experience the glory of an open sky, then come back inside to a controlled environment for your program free of distractions. Happy planning!

Enjoy the sunset with a view of Lady Liberty at our Sunset Park farm…

… and after the sun goes down, cozy up inside!

Photo Credits: Hannah Jan, Chaz Cruz, Lindsey Nubern, Ryon Lockhart Photography