The Ultimate Outdoor Event Planning Checklist

Outdoor event planning involves far more than booking a great band or curating exciting vendors. Logistics—like portable toilets, waste management, and permits—can make or break the experience. Miss a key detail, and even the best-planned event can run into trouble.

But with the right checklist and a bit of foresight, your outdoor event can run smoothly from start to finish.

Key Takeaways

• Outdoor events rely on careful logistical planning, including portable toilets, handwash stations, and waste management.
• A thorough checklist ensures no important steps are missed.
• Choosing the right venue is crucial for accessibility, comfort, and weather protection.
• Permits can take up to 30 days, so start early.
• Plan for 1 handwashing station per 4 portable toilets.

Why Is an Outdoor Event Planning Checklist Important?

Outdoor events come with many moving parts, and keeping everything organized can be a challenge. A checklist helps you stay on track and ensures you don’t overlook essentials like temporary fencing, accessibility needs, or restroom rentals.

Whether it’s setting up temporary fencing, planning for accessibility, or renting portable toilets and handwash stations, having a checklist will be a huge help for outdoor event planning.

Your Ultimate Outdoor Event Planning Checklist

1. Secure a Venue

The right venue shapes your entire event. Consider:

• Weather: Look for shaded spaces in summer or areas protected from wind or cold in winter.
• Space: Even large, open areas can feel intimate with strategic temporary fencing.
• Accessibility: Ensure vendors, equipment, and guests with mobility challenges can easily navigate the site.
• Site Access: Make sure there is access for delivery trucks and placement space for fencing, toilets, and waste bins.

2. Get Your Permits

Permit approvals can take up to 30 days. Municipalities often require setup/takedown details, insurance, vendor info, and site maps. Review your city’s event manual early and leave time for paperwork and approvals.

3. Figure Out How Many Washrooms You’ll Need

Having enough portable toilets is an essential part of outdoor event planning. But while it’s important to have enough washrooms, it’s not always straightforward to know how many portable toilets you’ll need.

FenceLine Rentals Ltd. has a handy portable toilet calculator that can help you estimate the number of porta potties you’ll need based on the size of your event.

There are a few key things to think about:

• How long is the event? The longer your event, the more portable toilets you’ll want.
• How many people are attending? The general rule of thumb is to have 1 porta potty for every 50 people attending a 4-hour event, but other factors can affect that calculation.
• Will alcohol be served? You should increase the number of portable toilets for your event by ~20% if guests will be drinking.
• Are there other options available for restrooms? If your venue is attached to a building, there may be permanent indoor restrooms available. That would mean you need fewer portable toilets.

4. Rent Handwashing Stations

In general, it’s recommended that outdoor events have 1 handwashing station for every 4 portable toilets. FenceLine offers a range of portable sink options, all built with hardy materials. Our portable sinks are freestanding, don’t need plumbing, and feature quick mounts for soap, sanitizer, and hand towels. We also offer winterized options for Alberta weather.

5. Get Temporary Fencing 

Temporary fencing helps manage safety, security, and crowd flow.
Use fencing to:

• Define ticketed event perimeters
• Create safe kids’ areas
• Separate licensed alcohol zones
• Guide entry/exit points
• Create safe backstage/vendor areas

6. Secure Waste Management

Waste management should always be a major consideration in outdoor event planning. Having the right garbage, recycling, and composting bins that are clearly marked and easily accessible, especially around areas where people eat, will keep your event space clean and sanitary.

FenceLine Rentals Ltd. has the right bins for your event and can even handle waste disposal, and their LEED-certified team can help you develop an effective plan to reduce waste.

7. Create Pet-Friendly Spaces

For markets and community events, offering a designated dog run helps keep pets happy and prevents crowd disruption. For large festivals, consider whether pets are appropriate based on safety and crowd size.

8. Market Your Event!

Once the logistics are in place, spread the word:

• Start early: 6–10 weeks before your event
• Post updates on social media
• Send reminders and invitations
• Consider media releases
• Use print ads, blogs, and promotional videos

More Than Fencing: Plan Your Outdoor Event with FenceLine

We know how much time and energy go into planning an outdoor event, from securing permits to coordinating insurance and logistics. That’s why we offer more than just fencing—we’re your all-in-one partner for porta potties, handwash stations, and waste management, too.

Choose FenceLine Rentals for your next outdoor festival—and enjoy a smooth, stress-free event that keeps your guests safe, satisfied, and ready for fun. Get a quote today.

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