Fall Outdoor Party Planning Tips

• May 10, 2023
• By millenniumtents

Just because summer has come and gone doesn’t mean it’s too late to enjoy a spectacular outdoor event. Thanks to Vancouver’s mild climate, fall could be the perfect time to plan a backyard party for friends and family.

If you have an upcoming event and are looking for ideas, here are five ways you can turn your backyard into to perfect Vancouver party venue. (Tip – if you’re on a budget, or want to limit waste, find ways to repurpose items you already own or consider a Vancouver area party rental service instead of buying new!)

Pick a Party Theme!

Themes are a great way to get guests jazzed about your event, and fall provides no shortage of options. From Halloween and costume-themed events to cozy backyard firepits, nailing a theme early on can help you throughout the next phases of your event plan and gives invitees time to prepare. Stuck for ideas? Consider throwing:

• Halloween party
• An outdoor Thanksgiving get-together (or Friendsgiving if you prefer)
• Kid’s camping party (done up with tents, a fire pit, and of course, s’mores!)
• A fall festival-themed event, complete with games, activities, and classic carnival treats
• Host an outdoor movie night under the stars
• A backyard Octoberfest event
• Get crafty with an outdoor pumpkin carving or fall wreath-making night

Carry the fall theme throughout your event space with seasonal details. If you’re going with a Halloween or harvest theme, pick up a few pumpkins and hay bales to decorate your space. These items are inexpensive and, when done right, add a ton of visual appeal. Plus, the hay bales can double as extra seating!

Get Things Ready

Once you have an idea of the kind of party you want to host, you can start getting into the planning. Step one: who is coming to your party? While inviting everyone and anyone to your event might be tempting, more guests equal higher food and beverage costs. Keep your guest list small if you’re on a budget or consider hosting a BYOB or pot-luck event.

Next, begin sorting out all the nitty-gritty details. Hosting a fabulous event is 2/3 planning and 1/3 entertaining. All the enthusiasm in the world can’t make up for running out of food or failing to prepare for unexpected bad weather. Before your event, make sure you:

• Have an accurate (confirmed) guest list, including notes on any food allergies or other dietary restrictions. To ensure you have enough food for everyone, plan on 1 ½ serving per person.
• Plan shelter: Book a Vancouver party rental tent if your event cannot be easily moved indoors because you just never know!
• Have enough seating: Even if you are not doing a formal sit-down meal, guests need a place to sit. If you do not have enough seating, consider asking friends or family to bring extra chairs or hire your own through a Vancouver party rental service
• Have good lighting.: The days start getting shorter in the fall. Consider hanging string lights or incorporating another lighting into your tent if you’ve booked a party tent rental.
• Don’t forget about music! If your outdoor space isn’t equipped with a speaker system, ask around to see if any of your guests have one they could loan you. Otherwise, you can look at buying an inexpensive Bluetooth speaker.

One last item you may want to consider during the planning phase is letting close neighbours know in advance, especially if you plan on hosting late into the evening. A simple letter providing details on the date and time of your event and a promise to keep noise levels reasonable can go a long way in quelling neighbourhood dysfunction.

Day of Your Event

Start setting up early on the day of your event, so you aren’t worried about timing. If you rent a tent, try to book an early time slot, leaving plenty of time for decorating.

Start the party before the first guests arrive, so everyone walks into the same experience, and be sure to welcome everyone as they arrive.

And most important, don’t forget to have fun!