Should Your Next Event Be Indoors or Outdoors? Here's What the Professionals Say

Written by: Dianna Candido

Everything is perfect. Flawless — the bride and groom captured in an instant by the photographer who has been waiting for this exact moment. Music starts to play, and guests cheer the happy couple as the energy of the moment moves through the crowd.

Now, pause.

Were you picturing this scene indoors or outdoors? Was the couple framed by an archway at sunset in a stunning garden setting? Or were they surrounded by romance in an elegant candlelit ballroom?

The setting dramatically impacts atmosphere and logistics, regardless of the type of event.

Anyone planning an event must balance the aesthetic vision with the logistical execution. That can be challenging, especially when both indoor and outdoor spaces have so much to offer. On the one hand, the casual, one-of-a-kind atmosphere of the outdoors vs the functionality and beauty of indoor options.

Pictured: Sasha Krassovsky, Sr. Catering Manager & Weddings Specialist

So how do you decide between the two? 

We reached out to our partners and within our own organization to bring you insights from industry experts. Sasha Krassovsky is a Sr. Catering Manager and Weddings Specialist for The Intercontinental Mark Hopkins, and has been managing events since 2008. Our expert and Account Manager, Javier Diaz, has over 15 years of event industry experience. Together, we’re exploring how to choose whether to have your event indoors or outdoors, and why that decision matters.

Indoor vs Outdoor

Event Spaces

First, let’s do a bit of comparison.

1. Aesthetics

From industrial to ornate, from open to intimate, indoor venues have a wide range of atmospheres.

If you know where to look, you can find indoor venues that are:

• Modern and chic for mixers and networking

• Quaint and cute for bridal showers and other social gatherings

• Awe-inspiring elegant charm destined for tasteful weddings and galas

The Intercontinental Mark Hopkins is the perfect example of an indoor space with awe-inspiring elegance. 

If you’re wondering whether or not a stunning view has to be outdoors, look no further. “The Intercontinental Mark Hopkins is a unique and quintessential classic to San Francisco,” explained Sasha, Sr. Catering Manager and Weddings Specialist. “It is a gem that will bring you back to the glory days of the 1940’s with its massive chandeliers, stunning courtyard, our beautiful Peacock Court, and Room of the Dons Ballrooms.” 

Not quite what you’re looking for? Indoor options can be impressive, but they can’t always pull off the vibe that outdoor events achieve. “Indoor spaces… can feel polished and comfortable, though sometimes a bit more formal,” said Javier. It’s hard for indoor spaces to replicate the aesthetic of outdoor spaces. 

Outdoor events instill energy and openness. They often feel more inviting and relaxed — an aesthetic that you can’t always find in an indoor environment. 

But when you use an outdoor setting, nailing down the right space and layout for your event can be tricky. 

Javier explained that “Capacity and how people move through the space is important in both [indoor and outdoor spaces], but it’s especially easy to underestimate outdoors since the environment can change how people gather and interact.” So keep that in mind when you make your decision.

2. Logistics

For indoor venues, you get notable benefits. The big one? No weather contingencies. Wind, rain, heat wave — no worries. 

You’ll also have more control over things like lighting and sound. “Indoor spaces give you more control, protect against the weather, and make the setup of lighting, sound, and decor easier. This all helps keep things on schedule,” said Javier. 

That being said, indoor spaces often have more regulations or rules to follow. Sasha explained that things like “open flame, fog machines, safety codes, noise limits, capacity, and elevator sizes for load-in” all have to be taken into account. Those kinds of things can be limiting, not to mention specific load in times for vendors takes extra coordination. 

Anyone organizing an event “should have a great relationship with their vendors and be ahead of the game with schedules of when each vendor will be loading in and out,” Sasha pointed out. “It’s crucial to be organized, have a timeline, and also have a good knowledge of what the couple is looking for on their special day.”

While outdoor events may sometimes feel like a total win, they can also feel… cold. Or hot. Or windy. Weather (including things often overlooked, like wind and shade) is an obvious big factor for outdoor events. 

Outdoor events have other logistical challenges including access to power, A/V elements, restrooms, and waste removal. Not to mention permits and neighborhood considerations. 

Javier explained, “Outdoors takes a bit more planning. You’ll want to consider weather contingencies, like tents or heaters, check access for deliveries and equipment, and plan for power and lighting. Think about guest comfort, like seating, shade, or paths, and give yourself extra time for setup and cleanup since things can take longer than expected.”

All things considered, indoor spaces tend to have the upper hand when it comes to power and accessibility. With outdoor spaces, you may have to do more coordinating to bring in the necessary equipment, but the DIY-ness of it can give you more freedom (and probably a bit more work!).

3. Cost

It’s a good idea to plan for unexpected expenses in your event planning budget. For indoor spaces, you can expect to spend that part of your budget on things like service and labor fees.

“There are always additional labor fees like Bartenders, coat check attendants etc. It’s not common knowledge that a service charge is taxed. It’s considered a revenue — so it’s taxed,” Sasha told us. 

For outdoor spaces, unexpected expenses come in the form of tents, heaters, power, and weather-proofing.

Choosing What to Prioritize

If aesthetic is your top priority, you’ve probably already got a type of venue in mind. If you’re still on the fence, understand that some kinds of events naturally lean to one event space over the other.

“Corporate events, conferences, and fundraisers often work best indoors because you need controlled lighting, acoustics, and a predictable setup for presentations or networking,” said Javier, who has supported many clients with those needs. “Weddings and social celebrations, on the other hand, can shine outdoors, especially during pleasant weather, because you get the open, natural atmosphere and a more relaxed vibe.”

This is typical, but doesn’t mean you have to choose based on your event type. 

Our take? The guest experience is the number one priority. This is where your event can really shine. Guest comfort, flow, and engagement come together to create a memorable and pleasant experience for your guests — but only with the right planning.

Venue and Vendor Collaboration

Venues often have event managers and planners who help make sure your event is a success. That being said, bringing in outside vendors is usually necessary at some point. The key here is making sure that you choose the right vendors to collaborate with your venue.

Look for vendors who have experience collaborating with your chosen venue or venues like it. Any vendor you choose (and any venue for that matter) should always make you feel comfortable and confident in your event. At the Intercontinental, you can expect “genuine and excellent service” from event staff. 

Great events have the right people in the right places, so “don’t be afraid to ask for help,” Javier stated. “Working with experienced vendors and planners can make the whole process smoother and more enjoyable.” Don’t do this without the support you need to make it happen. 

Confidence Comes from Collaboration

Don’t let choosing your venue deter you from making progress in your event planning. “Indoor or outdoor” is an important part of planning your event, but it’s not the most important decision you’ll make. 

Javier told us that “The best events come down to thoughtful planning and knowing your priorities. Whether indoor or outdoor, thinking through guest comfort, logistics, and the experience you want to create will go a long way.” That doesn’t mean you have to do all of that planning and thinking if you aren’t a professional planner. 

Choose to partner with a venue and vendors that support you as you plan and execute your event. You don’t have to do it all alone.

If you’re an event planner, reach out. We can help you choose the right vendor and get other support you need to make events feel timeless, memorable, and seamless.

If you’re an event space, we’d love to connect with you so we can help event planners make the right choice. You may be the exact gem they’re looking for.