Insightz

2023 Fall Festival Planning Checklist

Falling leaves, crisper air, pumpkin everything, and Halloween just around the corner? Fall is here, making it the perfect time to host seasonal events like Fall Festivals. Whether it’s pumpkin patches, corn mazes, carnival rides, costume contests, or all of the above, you need a fall festival planning checklist.

To ensure that your guests have a wonderful and memorable time, pause and ask yourself if you’ve ticked all your boxes. We always recommend that event planners rent dumpsters, event porta potties, temporary fencing, and other equipment well in advance. Inventory can become quite limited around the holidays.

To help support your outdoor event preparation, we put together a fall festival planning checklist.

1. Choose the Perfect Location

• Consider the weather and choose a location that complements the fall season’s beauty.
• Ensure the venue has ample space for the anticipated number of attendees.
• Make accessibility a priority by asking yourself how close parking is and if the site is wheelchair friendly.

2. Prepare for Fall Weather

• Check the weather forecast in the days leading up to the fall festival and have a plan B in the case of unexpected weather changes.
• Arrange for tents and/or heaters to keep attendees comfortable. If guests are too cold or wet, they won’t stay for long.

3. Obtain Event Permits and Know Regulations

• Avoid hefty fines by obtaining all required permits and permissions from local authorities.
• Adhere to any specific regulations related to noise levels, parking, or other event-related activities.

4. Secure Event Infrastructure

• Arrange for tents, tables, chairs, crowd control fences, and any other necessary event infrastructure.
• Ensure these elements are weather-appropriate. Bonus if they look nice and don’t detract from the fall festival experience.

5. Provide Onsite Restroom Facilities

• Ensure there are adequate restroom facilities available for attendees.
• Consider renting portable restrooms that are clean, well-maintained, and easily accessible.
• Determine how many porta potties you need with the ZTERS calculator.

6. Plan for Proper Waste Management

• Plan for proper waste disposal and recycling stations dispersed throughout the fall festival.
• For added support, work with a reliable waste management partner (like ZTERS!) to ensure a clean and eco-friendly event space.

7. Coordinate Food and Beverage Service

• Coordinate with catering services to offer a variety of seasonal foods and beverages.
• Arrange for sufficient serving stations and seating areas for attendees.
• Ensure that there is adequate food safety to keep attendees safe and healthy.

8. Provide Entertainment and Activities

• Curate a list of engaging activities and entertainment options suitable for the fall season.
• Consider hiring live bands, organizing pumpkin carving contests, or offering hayrides.
• This can be a great opportunity for community input.

9. Prioritize Safety and Security

• Develop a comprehensive safety plan and communicate it to staff and attendees.
• Arrange for security personnel to ensure a safe and enjoyable event experience.
• If your event spans multiple days, consider the fact that temporary fencing deters theft during off-hours.

10. Promote and Market the Event

• Strategize a marketing plan to promote the fall festival and attract a crowd.
• Design some eye-catching graphics displaying the important info.
• Consider where your target audience spends their time. What social media platforms do they use? What stores/public places do they frequent?
• Utilize various channels like social media, local advertisements, and partnerships to reach a wider audience.

Summing It Up: Fall Festival Checklist

1. Choose the perfect location
2. Prepare for fall weather
3. Obtain event permits and know regulations
4. Secure event infrastructure
5. Provide onsite restroom facilities
6. Plan for proper waste management
7. Coordinate food and beverage service
8. Provide entertainment and activities
9. Prioritize safety and security
10. Promote and market the event

How ZTERS Can Help with Your Fall Festival Planning

ZTERS is your trusted partner when it comes to event planning and waste management. We specialize in providing reliable and efficient solutions for events, businesses, and construction sites. Here’s how ZTERS can assist you in organizing a successful fall outdoor event:

Portable Restrooms

ZTERS offers a range of well-maintained portable restrooms that are perfect for fall outdoor events. We ensure that your attendees have access to convenient and santiary restroom facilities throughout the event.

Event Waste Management 

Managing waste is crucial for any outdoor event. ZTERS provides roll-off dumpsters and waste disposal services to maintain a clean and environmentally friendly event space.

Temporary Fencing

To secure the perimeter of your fall festival and to control/direct foot traffic, rent temporary event fencing. ZTERS offers a range of fencing options with add-ons such as wind and privacy screens.

Storage Solutions

Have a lot of equipment or items that you will only be using periodically? Consider renting a storage container to keep your items dry and safe from theft when not in use.

Reliable Event Site Services

ZTERS is proud to provide reliable and timely service. Count on us to deliver your rents when and where you need them. We make it so that you can focus on other aspects of event planning.

Planning a fall festival is an exciting endeavor. With ZTERS, you can ensure that the event runs smoothly. By following this fall festival planning checklist and leveraging the expertise of ZTERS event services, your outdoor event is bound to be a memorable and enjoyable experience for all.