In the early stages of planning any event, you’ll be considering whether to have the event indoors or outdoors. While an indoor location might be more appropriate for some events, such as a business conference, you might want to plan an outdoor cocktail reception. Many venues, like Monona Terrace, offer a variety of indoor and outdoor spaces, but finding an event venue that can provide indoor and outdoor options can be challenging.
If your event, like a luncheon, wedding or casual gathering, might be perfect for an outdoor location, start weighing the difference between indoor vs. outdoor venues by looking at your event criteria such as:
Number of guests
Outdoor events become increasingly harder with more attendees, depending on the venue.
Style/tone
A garden party insists on being outdoors, while a corporate planning meeting might be better suited indoors. Consider the attire guests will need to wear.
Type of dining/beverages
A formal sit-down dinner with waiters may have more logistical considerations in an outdoor setting.
Event activities you’re planning
Will you have presentations and speakers that require A/V?
Risk tolerance for weather
If an outdoor option is desired, weather must be taken into account, especially with finicky, midwestern weather.
Indoor and outdoor event spaces both have their pros and cons. We provide both options here and have some valuable insight that may help you make the ideal decision for your event.
Pros of Indoor Event Spaces
The easiest choice is an indoor event space. You can control virtually every aspect of the event, don’t have to deal with weather or bugs, and every aspect of the event becomes simplified. Consider the pros in more detail.
Weather is a non-issue
Plan whatever you want provided you find an indoor venue that has all the support you need. The only consideration is if the weather might impact the travel to/from the event. Plus, you eliminate anxiously reviewing unpredictable weather forecasts leading up to the event.
Climate control
With an indoor space, you control the temperature and can make adjustments during the event if it gets too hot or cold. Oh, and no rain!
Easier on the service staff
This is especially true if you’re having a formal dinner served tableside. They have shorter distances to walk, level flooring, and no wind, insects, or sun to impact service.
Reliable acoustics and lighting
Acoustics and lighting are often overlooked but a key part of an event’s success. From a single mic and podium to an elaborate stage for keynote speakers and performers, an indoor venue eliminates many of the challenges faced with an outdoor venue. Monona Terrace has installed a wireless network that doesn’t require cables for lighting or sound. We also have sophisticated computerized lighting displays, sound mixers, monitors and loudspeakers that can be deployed practically anywhere in our location.
Built-in tech infrastructure
Having a solid tech infrastructure is just as important as acoustics and lighting. High-speed Wi-Fi, LED screens, projectors, and teleprompters can elevate an event, and indoor venues are more likely to offer these amenities. This is especially true for a live-stream event where many guests are virtual.
Monona Terrace has invested in the latest equipment and tech available. Our long-standing team of experts are our unsung heroes and a great reason to choose us for an indoor or outdoor event. Our skilled professionals include camera operators, lighting and sound engineers and technicians, content directors and a dedicated stage manager.
Fewer restrictions / permit requirements
Indoor venues typically have less restrictions than outdoor options. Often an outdoor event requires temporary permits for parking, sound, food, tents (if needed), fire, and alcohol. Depending on the size of the event, there may be public safety concerns for traffic, environmental impact and compliance with local regulations. If an outdoor venue is a must-have, work with your event coordinator to make sure your bases are covered.
Pros of Outdoor Event Spaces
Mother Nature likes to put her thumbprint on events, good or bad. If you’re considering an outdoor event, you’re likely thinking about our milder months, with green landscaping, floors blooming, and gardens in peak color. A gentle breeze as the sun sets into dusk, as you and your guests enjoy conversation and a glass of wine (with Lake Monona as your view… just sayin’).
Natural light and scenery
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. And nothing beats “golden hour” for magical, naturally lit photos. Here at Monona Terrace, we offer the Evjue Rooftop Gardens, which is one of the most sought after open-air venues in the Midwest and can accommodate over 3,000 guests from spring until late fall.
More Flexible and Open
Consider the flow of your guests through an outdoor event space design. Outdoor venues can be more flexible with where things are positioned and more conducive to casual milling about. In outdoor environments, sound travels outwards and fades, so guests can be louder without overwhelming an inside space with noise.
More Accommodating for Casual Gatherings
Outdoor venues feel less stuffy and boxy than a ballroom. No matter what the attire, it feels more casual and guests can relax and be more comfortable in the space. We spend too much time indoors as it is!
An outdoor space is a natural “room with a view”
Any professional outdoor event destination exists because of what its location offers, such as a lakeside location, a farm or prairie and other elegant settings. While we have Lake Monona and the downtown skyline as our backdrop, any well-regarded outdoor venue in the area likely has photogenic settings that are perfect for smiling selfies, broad vistas, and of course, formal wedding photos.
A Wide Window for Available Dates
While we often endure “4 seasons in a week”, as they say, the Madison area enjoys mild weather in general. But rain is always unpredictable, so have an indoor contingency or tenting just in case. Feel comfortable that May through early October here are perfect for hosting an outdoor event.
Consider These Deciding Factors
As we’ve shown, there are advantages and disadvantages for either indoor or outdoor events. But there are other deciding factors that can help steer your decision.
Risk Tolerance
This one is simple. If your event requires programming that can be ruined by bad weather, even with an indoor contingency, don’t risk it. But depending upon your requirements, Monona Terrace is uniquely positioned to offer space flexibility and staffing to move your event indoors if inclement weather should arrive. Let’s discuss options!
Type of Event
If your event is more formal and/or corporate, steer towards an indoor venue, especially if you have speakers, for which guests may want to use devices and to be able to pay attention and listen to a presentation. On the flip side, if it’s a wedding, anniversary or birthday, an outdoor setting is much more fun and appropriate.
Event size and guest requirements
Something as simple as your guest list may help dictate where you hold your event. Many event venues either cannot accommodate large numbers of guests or are cost prohibitive for smaller, more intimate gatherings. Furthermore, you may have guests with special needs that cannot walk a long distance. So just consider capacity and accessibility of potential event locations. At Monona Terrace, this is handled. The building is fully ADA accessible, a ramp leads right up to the rooftop gardens, and there are accessible restrooms at both the east and west ends of the rooftop. Complimentary wheelchairs are available at Guest Services on Level 4. Because accessibility was built into Wright’s original design rather than added later, every guest reaches the same views.
Tech requirements (A/V, Wi-Fi)
If you have more challenging tech requirements, such as multiple speakers on stage (or in different breakout rooms), entertainment or presentations requiring sophisticated sound and/or video systems, Wi-Fi, and lighting, make sure your venue partner can support your needs whether it’s indoor or outdoor.
Venue availability and layout
outdoor locations will be open seasonally, so make sure the desired date(s) of your event align with an outdoor venue. And many outdoor event spaces have limited options to accommodate multiple aspects of your event. For instance, you may require a space for a wedding or a keynote speaker and then a different space for a catered dinner or reception.
Permits and accessibility
Most professional outdoor events spaces will provide the permits you need and be ADA-compliant. Make sure you have conversations well in advance if there’s any part of your event (Fireworks? Petting zoo? Food trucks?) that might require something out of the ordinary.
Can You Combine Both?
You should definitely look into hybrid solutions and enjoy both the magical allure of the outdoors and the safety and comfort of the indoors!
A hybrid event elevates the “wow factor” with your guests and just amplifies their engagement. It’s also more inclusive for any guest who might not be comfortable in an outdoor setting. You reduce risks associated with weather, and you make things easier on the staff when it comes to serving dinner and managing AV and technical needs.
A hybrid solution also narrows down your venue options because your chosen venue must have the capabilities and infrastructure to service an event that requires both outdoor and indoor spaces. This is where Monona Terrace shines, as our space was designed to organically blend nature with a functional public space.
The Perfect Wedding Option
Imagine saying your vows under a beautiful Wisconsin sky at sunset to heartfelt music in front of your family and friends. Then the party moves indoors to enjoy a sumptuous catered dinner and all the festivities that follow. Also think about how much your stress is reduced knowing that you don’t have to look at Doppler every 5 minutes or endure complaints about the humidity.
Corporate Events with a Twist
While weddings pair well with an indoor/outdoor option, so do corporate events. Day-long seminars can be grueling, and a turkey (or veggie option!) sandwich packed in a Styrofoam box doesn’t inspire anyone. Plan your event to take place indoors with superb lighting, A/V and Wi-Fi, and then reward your staff with cocktails and hors d’oeuvres on an outdoor patio with a lovely view.
Peace of Mind
Having a guaranteed contingency space gives you the most valuable “just in case” option of the entire event planning process. While your ideal event seamlessly combines the outdoor with the indoor, you now have an insurance policy, of sorts, if some aspect of the outdoor experience is negatively impacted. While it might cost a little more, it’s better to have it and not need it than to need it and not have it, as they say.
Can one-size-fit-all?
Most likely. It depends on your event. The pros and cons we’ve illustrated here should be considered in your decision-making process. If you have your heart set on an outdoor event and you can accept the risks involved, then make it happen. But we recommend a venue that has an indoor contingency. If you can’t risk it with a corporate event or elegant dinner, stay indoors and maybe consider an outdoor reception.
Venues that offer both indoor and outdoor spaces will know how to maximize the guest experience and customize their offerings to tailor to the needs of your event. They also know how to deal with the weather and have the flexibility to “save the day” if things should turn south.
Get the best of both worlds here at Monona Terrace. While we aren’t a match for everyone’s taste, we do offer stunning architecture, a myriad of indoor and outdoor space, and views of Lake Monona and Madison’s downtown skyline. For over thirty years, our success has been in our ability to accommodate virtually any size, type, and complexity of event indoors, outdoors, or a combination of both. Contact us today, and let’s talk about your options!