Choosing to have an event indoors or outdoors is one of the first and most important decisions you’ll make when planning an event. You might prefer being outdoors for a casual event or a wedding, but what about the weather? And simply searching “outdoor event venues near me” may yield venues that can’t provide an alternative indoor space on short notice.
The answer will depend on criteria like the type of event, the number of guests, dining/beverages, the event date (seasonal considerations), goals, the particular style/tone you’re going for, and quite frankly, the risk you’re willing to take with Mother Nature.
Don’t say “yes” or “no” to either option until you’ve had a chance to examine the pros and cons of both indoor event spaces and outdoor spaces. We happen to provide both options, so we have some insight that can help you figure out which is more ideal for your event.
Pros of Indoor Event Spaces
Let’s start with the pros of an indoor event. It’s the most common choice for events, simply because it’s the safest – you have much more control over Mother Nature (knock on wood). And “safest” applies to more than just the physical well-being of your guests. The success of your event could hang in the balance if you go with an outdoor location. Let’s consider the following:
Weather protection
Barring some atmospheric catastrophe, indoor events are largely unimpacted by the weather. You can select a date at any time of the year and plan ahead without worrying if you’ll be rained out or enduring sweltering heat. This also allows your guests to choose attire regardless of the weather outside.
Climate control
Not only will you avoid weather considerations with an indoor event, but you can also choose to have the space warmer or cooler to suit the weather outside or to accommodate guests who might have preferences. Keep it at a perfect 70 degrees, and if it starts to get a little hot, have the temperature lowered.
Reliable acoustics and lighting
Acoustics and lighting are a major component of a successful event. Whether you need a single mic and podium or require a more elaborate set-up with a large stage for a keynote speaker, performers, and breakout rooms, being indoors erases some of the challenges faced with an outdoor venue. In fact, the team at Monona Terrace has a wireless network that eliminates the need to run cables for lighting and sound. Our network system allows us to provide computerized lighting displays, sound mixers, speakers practically anywhere in our location.
Built-in tech infrastructure
Lighting and sound are just part of the equation. The tech infrastructure is just as important to ensure your event’s success. High-speed Wi-Fi, LED screens, projectors, and teleprompters are often required, and indoor venues are more likely to offer these amenities. This is especially true for a hybrid event where many guests are virtual.
Monona Terrace knows the importance of sound, lighting and technology. We invest in the latest equipment and tech available and keep a consistent team of experts on our team. The A/V team at Monona Terrace is one of our greatest assets and a singular reason to choose us for an indoor or outdoor event. Our team consists of every skilled professional you can imagine, from camera operators, lighting and sound technicians to content directors and a dedicated stage manager.
Fewer restrictions / permit requirements
While not a huge consideration, you’re less restricted in an indoor venue. Often an outdoor event requires temporary permits for sound, food, tents (if needed), fire, and alcohol. Depending on the size of the event, there may be public safety concerns for traffic, impact on the environment, and compliance with local regulations. Any event coordinator should be able to help you navigate this if you have your heart set on an outdoor venue.
Pros of Outdoor Event Spaces
Speaking of outdoor venues, let’s talk about why outdoor events can be the best choice. Just being outside adds an element of elegance and panache. Imagine a beautiful, summer evening under the stars with a glass of wine among friends celebrating a birthday, anniversary or wedding. Add the backdrop of Lake Monona? It doesn’t get much better.
Natural light and scenery
No one says “idyllic” when talking about an indoor event. No matter what time of day, a natural setting brings joy, life, and that feeling you’re experiencing something greater than the event itself. Celebrations were meant to be outside. Here at Monona Terrace, we offer the Evjue Rooftop Gardens, which is one of the most coveted open-air venues in the Midwest and can accommodate over 3,000 guests almost anytime of year.
Flexible layouts and open-air flow
Outdoor venues tend to be more flexible with where things are positioned, such as tables, chairs, and that string quartet you want to play in the background. Outdoor settings are also more conducive to casual milling, chatting, and laughter. Why? You can use your outside voice!
Better for larger or casual gatherings
Your event won’t get too loud or too stuffy outside. Even if it’s hot and humid, it gives your guests something to talk about. Outdoor venues provide an unspoken freedom to just be more casual and enjoy not being cooped up in an office. After all, you spend way too much time indoors, right?
Photogenic backdrops
A professional outdoor venue exists because of its outdoor location. For sure, Monona Terrace touts the views of Lake Monona, but any well-regarded outdoor venue likely has a beautiful setting that begs for selfies and photos.
Ideal for spring/summer events
Although it can get steamy, the Madison area enjoys fairly mild springs and summers. Rain is always unpredictable, but if you have an indoor contingency or tenting, you should be fine planning an outdoor event during the spring and summer months. Most popular at Monona Terrace are June and September but generally May through early October here are perfect.
Considerations When Choosing
Pros and cons exist for both indoor and outdoor options, but there are other considerations that can help be the deciding factors.
Season and climate
When choosing between an indoor or outdoor event, there is no more important consideration than the weather. You’ll have to choose a date well in advance of weather forecasts, so outdoor events are subject to whatever the day/night brings. If you have programming and requirements for your event that could be negatively impacted by inclement weather, the choice is made for you – stay indoors and don’t risk it.
If you have your heart set on an outdoor event and it’s not taking place in the dead of winter, consider a venue like Monona Terrace that has the flexibility and support to move your event indoors if the weather becomes untenable.
Type of Event
If your event requires a presentation with multiple screens and your guests to bring laptops or other electronics, an outdoor space may not be the best choice. But for more festive gatherings like weddings, anniversaries and birthdays, being outdoors can be magical. Even if the weather is good, consider if being outside could potentially negatively impact the success of your event. If so, keep it indoors.
Event size and guest needs
Often, an event location cannot accommodate larger numbers or certain needs of guests, like anyone with disabilities or having people walk a long way away. One of the first considerations when reviewing any event venue is their accommodation capacity and accessibility.
Tech requirements (A/V, Wi-Fi)
If you have a lot of tech requirements, such as multiple speakers in different spaces, sophisticated entertainment or Wi-Fi, make sure your venue partner can support your needs if you want an outdoor event.
Venue availability and layout
Many outdoor locations will be open seasonally, so make sure your timing and your ideal venue are aligned. And many outdoor event spaces have limited options in terms of the size and infrastructure to accommodate both multiple, different components of your event. For instance, you may require a space for a wedding or speaker and then a different space for a sit-down, catered dinner.
Permits and accessibility
Most professional outdoor events spaces will provide the permits you need and be accessible to your guests. Make sure you have conversations well in advance if there’s any part of your event (fireworks?) that might require something above and beyond the norm.
Monona Terrace has been the go-to venue for outdoor events for three decades. Our success is our ability to accommodate size, complexity, and technical requirements for virtually any event and host it indoors or outdoors. The choice is really up to you.
Can You Combine Both?
Absolutely! Why not have the best of both worlds! Here are some advantages:
Benefits of hybrid venues with indoor and outdoor options
The benefits of hybrid events, such as increasing guest engagement, inclusivity, ROI, reduced costs, and so much more are all great reasons to have a hybrid event. But your venue must have the ability to handle a singular event that takes place in multiple spaces. Choose a venue like Monona Terrace that can support a comprehensive hybrid experience.
Great for weddings with ceremony outside, reception indoors
Nothing is better than a wedding mix of both indoor and outdoor festivities. A breathtaking sunset, meaningful music, adoring guests and your life partner enjoy your moment overlooking Lake Monona. When the “I do’s” are done, come inside and enjoy a catered dinner, cake and merriment. Sounds pretty good to us and we love doing it!
Weather contingency planning with built-in backup spaces
Again, having an indoor option if the weather turns south is key to the success of your event and your piece of mind. Plan in advance and be guaranteed a contingency space. While you may have to pay a little more, it’s like insurance for your outdoor event. As the saying goes, it’s better to have it and not need it than need it and not have it.
Ideal for long or multi-part events (e.g., corporate seminars + cocktail hour)
Everyone loves a long day enduring a corporate seminar, right? Consider rewarding your employees for a job well done with an indoor/outdoor event that includes cocktails, hors d’oeuvres, and a relaxing view.
Conclusion
There’s no one-size-fits-all answer. Indoor and outdoor events have their pros and cons which you must weigh before making a decision. If you’re having a family event and an outdoor venue is your dream, then make it happen with the right venue partner.
Or, if your event requires it to be held indoors, but you think it would be ideal to have an optional outdoor space for guests to unwind and enjoy fresh air, find a venue that has the “dual threat” indoor/outdoor option. Typically, a venue with this flexibility knows how to maximize the guest experience and minimize the risk if bad weather strikes. Just do your homework and have fun.
Planning an event that balances scenic beauty and practical logistics? Explore venues that offer both indoor and outdoor spaces to get the best of both worlds. Start here at Monona Terrace!