An Audio Visual Guide to Outdoor Events and Installations

As the weather gets warmer, we’re all thinking the same thing: ‘What outdoor events are happening this summer?’ And for us at Spartan Audio Visual, this means a growing demand for outdoor event audio visual (AV) equipment.

Each year, around 7,000 outdoor events take place across the UK, and that’s no surprise when 60% of the population deem these occasions as very important to them. With these seasonal trends, finding the right AV provider that can offer both hiring and installation options depending on your needs is crucial.

In this guide, our experts will cover key AV considerations when planning an outdoor event this summer, whether you’re based in Cardiff or beyond.

Why Outdoor AV Requires Specialist Planning

But why is an AV professional needed? Well, anyone who’s planned an event knows the full extent of the time and dedication required to get it right. But with an outdoor event, unique and sometimes challenging factors must be taken into account and thoroughly planned for, including:

• Weather conditions

• Power disruption

• Lighting visibility (day vs night)

• Sound dispersion in open spaces

Experienced teams with industry-leading experience and equipment will know how to plan and handle these situations, resulting in less downtime and an improved customer experience.

Let’s take a closer look at the elements an AV specialist will consider when planning an outdoor event.

Rebel Fest relies on high-quality AV to deliver a seamless experience across live music, announcements, and large crowds.

The 6 Core Elements of Outdoor Event AV

1. Sound Systems

Ensuring the outdoor event has clear, well-balanced audio across a large space is crucial; without this, audiences may struggle to hear performances, announcements, or safety information, which is not only disappointing but also a potential safety hazard.

2. Staging & Infrastructure

Similarly, being able to see the performances is a top priority, so careful consideration of temporary staging solutions, as well as infrastructure measures, such as barriers for crowd management, keeps attendees safe and happy.

3. Lighting for Outdoor Events

Outdoor lighting is far more complex than indoor setups, which have natural light and shadows to contend with. Professional AV providers will consider functional and atmospheric lighting, and how lighting rigs can transition between day and night.

4. Screens & Displays

Outdoor screens, such as large video walls or LED screen trailers, are now a key feature of many outdoor events. They enhance audience engagement by displaying live camera feeds and support dynamic content throughout the day. But beyond experience, screens also provide valuable opportunities for sponsorship and advertising, creating additional revenue streams for event organisers.

5. Power & Technical Setup

None of this is possible without power sources. Generators must safely distribute power across multiple stages for a prolonged period of time. So, meticulous planning and preparation must go into determining positions, the energy required, and sourcing backup systems.

6. Crew & Technical Support

Finally, the AV team is the glue that holds all these elements together. On-site technicians can not only plan and set up these installations, but they can also provide live operation and troubleshoot when needed to ensure your outdoor event always runs smoothly.

Outdoor AV Rental vs Installation

Depending on your outdoor event needs, you may only need to hire AV equipment or have an installation set up. But which is right for your event?

Rental

Rentals are a good option for periods of seasonal demand, such as music festivals, one-off events, or touring setups, which usually increase in demand during the summer months.

Rentals allow for flexibility, reduced up-front costs, and scalability.

Installation

Installations are best suited for permanent outdoor venues, such as hospitality settings or outdoor event spaces, that have a footfall throughout the year, not just in the summer.

Installations provide long-term reliability, but require regular maintenance and servicing.

Read our guide on what an AV system is to better understand your venue or event requirements.

Working with experienced teams with industry-leading experience and equipment results in less downtime and an improved customer experience.

Real Event Examples

At Spartan Audio Visual, we’ve supported hundreds of events over the last 14 years. Here are some examples to help give you an idea of what your event might look like with the help of a professional AV service.

Tiny Rebel – Rebel Fest

Launching in 2022, Rebel Fest is a larger-than-life event, offering a weekend full of craft beer, music, food, retail, and even brewery tours. As a major Welsh event, Rebel Fest relies on high-quality AV to deliver a seamless experience across live music, announcements, and large crowds.

Cardiff Mela

Cardiff Mela is an annual event held at Cardiff Bay which showcases a diverse range of cultures, music, art, dance, fashion, and food. Now in its 20th year, this anticipated event requires reliable, scalable AV to support multiple performances and large, diverse audiences throughout the day.

Spartan Audio Visual supports both of these established outdoor events with AV solutions such as staging, barriers, full PA systems, lighting, power, and an expert crew.

Find out more about the brands and projects we’ve aided in our portfolio.

Choosing the Right AV Partner

When choosing your AV partner, you should consider the following:

• Their experience with outdoor events: Will they know the best setups and how to quickly solve issues?

• Their ability to handle full production: Can they manage live operations, not just setups?

• Their local expertise: Do they know the Cardiff event scene well enough to create a thorough plan?

At Spartan Audio Visual, we’re a trusted and experienced AV provider in Wales and England, offering bespoke solutions, including hiring and installation, for a wide variety of outdoor events.

Get your outdoor event summer-ready with Spartan Audio Visual.

If you’d like support creating the best outdoor event for your upcoming projects, get in touch with our team on 02920 481797 or at quotes@spartanaudio.co.uk to discuss your requirements.