Preparing for outdoor events-considerations & requirements

On this page:

• time of day

• bands with acoustic instruments

• bands with amplification

IMPORTANT

 

Please read this carefully if you are asking the musicians to play outdoors, to ensure that the performance runs smoothly.

 

This page highlights some of the considerations that are covered by the 'Terms of Business' statement that says: 'The Hirer will provide the Artists with adequate and safe facilities and a safe performance area in premises suitable for purpose. This includes: .............. shade and protection from the elements in the case of an outdoor performance.'

 

If you want an outdoor performance, you need to state this on the booking form and make clear what facilities you will provide, as if you ask the musicians later you may find they are unwilling to perform outdoors.

 

TIME OF DAY

 

Daytime outdoor performances often happen, but evening outdoor performances are not usual. It is rare in this country, even in mid summer, for the temperature to be comfortable for dancing or playing music into the evening. Unlike Mediterranean climates, the temperature tends to drop considerably and dew often descends. Outdoor Ceilidhs / Barn Dances are risky, and the musicians may be forced to bring the performance to an early end, even if conditions are good at the start of the performance.

If dew descends, dancers can slip over, moisture settles on electrical equipment and instruments, causing danger and damage. Temperature can fall too low for dancers to be happy, and health and safety dictates that musicians should not perform in temperatures below 18C (Even in August in the middle of the UK, evening temperatures sometimes fall to below 11C).

 

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BANDS WITH ACOUSTIC INSTRUMENTS

 

1) For ensembles with easily portable acoustic instruments, such as a string quartets:

It is often possible to play outdoors when the weather is fine during some periods of the year. You need to arrange with the venue that there is some form of shade in case there is strong sunshine, provide adequate shelter from wind and rain and protection from cold?

 

A particular problem comes if the weather is 'in between' i.e. the guests are happy to go outside, but it is too windy for the quartet e.g. the music stands are at risk of blowing over, it is too cold for the fingers, or it is spitting with the occasional drops of rain [instrument varnish can't stand wet or hot sun on them without damage.] In such conditions the musicians can not play outdoors.

 

If the conditions outdoors are considered by the leader of the musicians to be unsuitable, they will move indoors. If there is no suitable accommodation indoors, the performance will end. 

2) For ensembles with hard to move acoustic instruments, such as a harp or pianist:

Moving a harp takes some time (it has to be wrapped, loaded onto a trolley, moved, unloaded, unwrapped.) Steps can be difficult, stairs probably not possible. Most harpists will not take their instruments outdoors except under the best possible conditions, some not at all. So, give thought to how and where to have your harpist.

 

Pianists using a venues 'real' piano can't move location. If using an electric piano, at best it is as difficult as moving a harp, at worst it can be impractical if it is a large instrument or is plugged into a full PA system. If the instrument(s) requires amplification, please see the section below 'Bands with Amplification'

 

If the conditions outdoors are considered by the leader of the musicians to be unsuitable, they will move indoors. If there is no suitable accommodation indoors, the performance will end.

3) Acoustics of location:

Acoustic ensembles have limited volume. Locate them near a hard reflective wall of a building, or in a part of the garden with a hard slope behind them so that as much sound is reflected towards the audience as possible. An ensemble located in a far corner of a garden with bushes behind and overhanging trees is not going to be easily heard. Remember a duo makes half the sound of a quartet.

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BANDS WITH AMPLIFICATION

Bands with amplification equipment can not set up entirely in the open, as weather can change more quickly than expensive equipment can be moved into shelter. Rain, damp or wind blowing equipment over is a heath and safety risk with electrical equipment, so is not permissible.

Evening performances must be considered carefully as it is rare in this country, even in mid summer, for the temperature to be comfortable for dancing or playing music into the evening. Unlike Mediterranean climates, the temperature tends to drop considerably (regularly falling below the advised minimum of 18C needed for the musicians) and dew often descends making it not only dangerous for the musicians using electrical equipment, but potentially hazardous for the guests if they are dancing on slippery grass.

If you are planning to have the band outdoors if the weather is good and indoors if bad, you need to make a decisive choice as soon as the band arrive. Don't plan on being able to move the band indoors part way through the performance if the weather turns or an evening gets chilly or damp. Most amplification equipment takes too long and requires too much physical effort to put up and take down more than once in a day. [This may not be the case with some very small bands, but you would need to check at the time of booking whether they would move if necessary.]

If you have a proper marquee for the meal, but want the band playing to guests outdoors if the weather is fine, one option is to open a side of the marquee. The band can set up just under cover facing outwards. If the weather turns, the marquee side can be put back and the band turn to play into the marquee.

Many venues have french windows which allow a band playing just under cover to face outdoors and play to guest outside.

Whatever arrangements you have for the dancers / audience, the band and all their equipment must be completely protected from the elements, i.e. wind, rain, cold, damp. Unless this can be guaranteed, they can not set up or perform.