I am having a show in July in Kansas. I have a wonderful facility with a large indoor air conditioned hall that will hold 26 booths. I am also having outdoor booths. We have a beautiful facility with a kids playground and walking trails. My question is: We also have a large indoor riding arena that is available. Should I have booths set up in the arena instead of outside?? It can be hot - 100 degree range. We also have potential for winds in Kansas. Inside of the arena can be very warm, but access to electrical for fans.
Should I keep the arena available in the event of rain or high winds? Or should I just go ahead and look at having all booths in the arena reguardless of weather? Either way the event would be able to happen - rain or shine.
Advantage of just having the booths in the arena would be able to setup the night before and have the building secure over night.
I need vendors input for which option would be better.
Thank you in advance for your support.
Replies
Here are a few things off the top of my head.
First, I don't do any shows outdoors in that kind of heat. I live on the gulf coast and any outdoor temps over about 80º requires air conditioning. Down here any summer shows are usually held in climate controlled buildings. The heat is hard on the artists/crafters AND the shoppers. I would do something like this show ONLY if I was GUARANTEED an indoor booth.
If you decide to have booths outdoors I believe the artists/crafters should receive hospitality check ins at their booth and plenty of offers of bottled water. It is too easy to get dehydrated or heat stroke when working in hot conditions. If you end up having both indoor and outdoor booths I believe the outdoor booths should cost less than the indoor due to them being outside. I have seen shows offer both and the outdoor booths always cost less than the indoor.
About the arena. I would be concerned with the smell. I realize horses won't be ridden while the show is going on, but sometimes animal odor can linger much longer after they leave the premises. How will this issue be addressed? It seems something can be done. We have gone to see Dixie Stampede which is a Dolly Parton production. This is a dinner theater that involves a live show with horses. The arena/stage where the dinner takes place is immaculate. The stalls where the horses reside are spotless. There is NO animal stench! The reason I bring up animal smells is because there are artists/crafters who may be concerned with that smell getting absorbed by their art work and remaining long after.
We like set up the afternoon before if we can get there in time. If not, we do the best we can and set up the morning of.
The covered arena has the issue of dust and dirt, but that may be outweighed by the convenience of early set up. On the other hand, carting stuff in may be a problem if the dirt is loose, and driving in may leave the dirt torn up too much.
It may be best to have everyone outdoors, under shade trees if possible. If shade isn't an option, at least orient the booths along the transit of the sun to minimize sun shining inside the booths. Good luck!