Outfitting Your Team: Must-Have Gear for Outdoor Event Staff

As the weather warms, outdoor events become more popular. From concerts to festivals, sporting events to food fairs, outdoor functions require a dedicated staff to ensure everything runs smoothly.

If you’re responsible for outfitting your team for an upcoming outdoor event, it’s important to ensure they have the right items to do the job. Let’s go over must-have outdoor event staff gear, so you can make sure your team has everything they need.


Outdoor events often go into the evening hours, so your team needs adequate lighting to see what they’re doing. Consider providing rechargeable headlamps or rechargeable flashlights with hands-free lighting and carry options, like magnetic bodies or body clips. These lights will ensure your team can see what they’re doing while freeing up their hands for other tasks.

Comfortable Clothing

Your team will need comfortable clothing appropriate for the weather. For spring, this means lightweight, breathable clothing and waterproof gear. Encourage everyone to dress in a few layers to adjust their clothing as the weather changes throughout the day. Provide branded clothing items, like t-shirts or hats, to help your team stand out.

Sturdy Footwear

Outdoor events often mean lots of walking, so it’s essential for your team to have sturdy footwear. This means comfortable, supportive shoes or boots with good traction. If your event is on a grassy or muddy surface, consider providing waterproof shoes or boots to keep your team’s feet dry. Encourage everyone to break in their footwear before the event to avoid blisters.

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Sun Protection

Working outdoors means exposure to the sun, which can cause sunburn, heat exhaustion, and dehydration. Check that everyone has sunscreen with a high SPF, hats or visors to shield their faces, and sunglasses to protect their eyes. Encourage your staff to take breaks in the shade and to drink plenty of water throughout the day.

Water Bottles

Staying hydrated is crucial when working outdoors, especially during the spring and summer. Make sure your team has access to water at all times by providing each staff member with a reusable water bottle. Not only is this environmentally friendly, but it also encourages staff members to drink water throughout the day.

Consider providing refill stations throughout the event area to encourage staff members and attendees to fill their water bottles regularly. This can help reduce the amount of single-use plastic bottles used and discarded during the event.

Communication Devices

Communication is critical for event staffing. Give your team two-way radios or phones with walkie-talkie capabilities to communicate during the event. It’s also a good idea to provide a charging station for these devices, so everyone can recharge their batteries throughout the day.

First Aid Kit

Accidents can happen anytime, so having a well-stocked first aid kit for your event is crucial. Provide your team access to bandages, antiseptic wipes, gauze, and other basic first-aid supplies. Additionally, consider providing necessary medications, like pain relievers and allergy medication, to ensure your team can quickly address medical issues that may arise. Encourage everyone to report any injuries or accidents, no matter how small, so you can manage them promptly.

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Rain Gear

Spring weather can be unpredictable, and rain is always a possibility. Help your staff stay prepared with rain gear such as waterproof jackets, pants, and boots. Consider providing ponchos or umbrellas for attendees too who may be caught in the rain. It’s also a good idea to have tarps on hand to cover equipment and keep it dry in case of rain.

By outfitting your team with the right gear and equipment, you can help your event run smoothly and succeed. With comfortable clothing, sturdy footwear, sun protection, hydration and snacks, communication devices, tools and equipment, and lighting, your team can tackle any challenge that comes their way.

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Shankar is a tech blogger who occasionally enjoys penning historical fiction. With over a thousand articles written on tech, business, finance, marketing, mobile, social media, cloud storage, software, and general topics, he has been creating material for the past eight years.