Now’s a good time to break out of the ballroom box, whether you’re planning a company picnic, a promo event or a fundraising gala under the stars. We bring a few expert tips for hosting outdoor events:

Go where the space is. The easiest, least expensive way to give your event a breath of fresh air is in a traditional venue with outdoor space and turn-key catering and décor. Think resorts, golf clubs or overlooked venues such as sports clubs. In Toronto, you could whisk guests across the harbour by private water taxi to the Island Yacht Club, for instance, a little-known gem for a banquet lunch or dinner.

Tent your own venue. For marquis events, recent innovations include tents with glass-panel walls and double-decker spaces. The payoff can be a truly exclusive venue: “We’ve built tents on the tops of mountains, on barges in the ocean, and at the top of buildings,” says Noah Russell, owner of Apex Tents, Vancouver. The company recently tented the 9th floor pool deck of the Fairmont Waterfront Vancouver for a corporate client during the Olympics. Ballpark how much space you need, using Apex’s Size Basics PDF.

Build the budget. Cost it out before proposing an outdoor venue to your team. With everything a la carte, from power, lighting, décor and catering (and don’t forget the portables!), many first-time planners get sticker-shock. “It’s not like hosting an event in a ballroom, and the timelines are much different in terms of set-up,” says Apex’s Russell. Per-person costs vary based on the size of your group and complexity of your vision. “Get the information before you build your budget,” he suggests.

Take safety seriously. People worry about rain, but wind is your real enemy in outdoor productions, says David Budzak, senior vice president of Epic Production Technologies, Winnipeg, which lights up concert stages and special events around the world. Anytime you set up temporary structures, such as tents, festival stages or lighting, stick to suppliers who know their stuff, and have a good track record.

Don’t try to DIY. Think of a professional event planner as your general contractor familiar with all the trades. “A lot of the time, it’s best to rely on people who have the experience and have done this before,” says Philippe Kwon, sales manager, meetings and conventions with Destination Winnipeg, and vice president of education for the Manitoba Chapter of Meeting Professionals International. On May 11th, the chapter hosts an education session on “How to plan outdoor events without pulling your hair out.”

Find more ideas and resources at ignitemag.ca, including our Hot Rates + Dates for sourcing venues.

CORPORATE GIFTS + REWARDS
Recognition tips from 2010 Great Place to Work list
“There’s no singular way to create a great workplace,” says Jen Wetherow, director of the Great Place to Work Institute of Canada. But top companies on the firm’s latest Great Place to Work list were cited by employees for credibility, respect, fairness, pride and camaraderie. When it comes to recognition, “Some organizations are really generous, but you don’t need to spend a lot of money,” says Wetherow. At the top end, Environics Communications Inc. takes the whole team to hot-ticket events, like Coldplay concerts. After five years’ service, staff get $5,000 and an extra week’s vacation for an international trip. After eight years, $3,000 is given to explore Canada. Others topped the list more economically: At Gap Adventures, there’s a Hot Dogs & Haircuts Day. At Netapp Canada, the co-chair makes about 30 calls a week to personally thank staff. Got a great place to work? Anyone can nominate a company for next year’s list with this online form.

INCENTIVES + MEETINGS
Admins taking on bigger role in project management
You already know who really keeps the wheels turning at work: A recent survey of administrative professionals confirms that ‘admins’ have truly taken on more duties to support the team. In the wake of downsizing, nearly half of office professionals surveyed (48%) by the International Association of Administrative Professionals (IAAP) said that their workload has increased. “In addition, our latest survey shows that admins are branching out into non-traditional roles including budget analysis, research, project management and internal communications,” says IAAP president Susan Shamali in a recent release. The association, which has 40,000 members worldwide, surveyed more than 3,100 members.

CORPORATE TRAVEL MANAGEMENT
Name your faves in business travel
What product or service has made life easier for you or your road warriors? The National Business Travel Association (NBTA) is calling out to the public to hear  about innovative ideas, products or services that have improved the lives of  business travellers. Log onto www.nbta.org/innovation to enter your favourites by May 14, 2010. Following a public nomination and voting period, top submissions will be featured at the 2010 NBTA International Convention and Exposition this August in Houston.