Indoor & Outdoor Event Hire: What to Consider

Planning an event involves more than choosing a venue and booking entertainment. Whether an event is held indoors, outdoors, or across both environments has a significant impact on the type of equipment, games, and layouts that will work best. At Expo Play, we support events in exhibition halls, conference centres, outdoor spaces, town centres, campuses, and mixed-use venues across the UK.

Understanding the differences between indoor and outdoor event hire helps avoid common issues and ensures the experience runs smoothly for organisers and guests alike.

Space and Layout

Indoor venues often come with defined footprints, fixed access points, and clear walkways. This makes planning layouts more predictable, but it also means space can be limited. Compact options such as Pixel Play, Strike a Light 2 Players, and other Exhibition Games work particularly well in indoor environments where floor space is at a premium.

Outdoor events typically offer more flexibility, but they also require careful consideration of visitor flow. Games should be positioned to attract attention without blocking access routes, emergency paths, or neighbouring stalls. Larger formats from our Giant Garden Games range are well suited to open spaces where visibility and durability matter.

Weather and Environmental Conditions

Weather is one of the biggest differences between indoor and outdoor event hire. Indoor events benefit from stable conditions, controlled lighting, and predictable power access. Outdoor events, however, must account for rain, wind, temperature changes, and uneven ground.

For outdoor use, we recommend robust games designed to cope with changing conditions. Items from our Funfair Side Stalls & Games and Giant Garden Games ranges are commonly used at outdoor festivals, public sector events, and community days.

When events span multiple days, it’s also important to consider overnight security and whether equipment can remain in place or needs to be removed each evening.

Power and Technical Requirements

Indoor venues usually provide clear power options, although access points may be fixed or shared between multiple exhibitors. This makes early planning essential, particularly for interactive or electronic games.

Outdoor events can be more variable. Some locations offer temporary power supplies, while others rely on generators. We help organisers choose games that suit the available infrastructure and advise on placement to avoid trailing cables or trip hazards.

For events with limited power, non-electrical options or simple mechanical games may be the most practical solution.

Audience Behaviour and Dwell Time

Audience behaviour often differs between indoor and outdoor settings. Indoor events such as exhibitions and conferences tend to encourage longer dwell time, structured conversations, and repeat visits. Games that support short, repeatable interactions or calm social play work well in these environments.

Outdoor audiences are often more transient. Visitors may be passing through rather than attending with a fixed agenda. In these cases, visually clear, intuitive games help capture attention quickly and encourage participation without requiring explanation.

Understanding how long people are likely to stay at the event helps determine whether fast-paced, prize-led games or slower, social options are more appropriate.

Safety, Compliance and Accessibility

Both indoor and outdoor events require careful attention to safety, but the risks can differ. Indoor venues typically have established safety procedures, while outdoor events may involve uneven surfaces, weather exposure, and larger open crowds.

We provide equipment that is suitable for public-facing events and can support organisers with layout advice, risk considerations, and crowd flow planning. Items such as Crowd Barrier are particularly useful for managing queues and defining activity areas in both indoor halls and outdoor spaces.

Accessibility should also be considered, ensuring games can be enjoyed safely by a wide range of participants.

Branding and Visual Impact

Visual presentation plays a role in both environments, but the requirements can differ. Indoor events often favour clean, professional branding that aligns with stand design and venue aesthetics. Our Custom Branding service allows games to blend seamlessly into exhibition stands and conference layouts.

Outdoor events benefit from bold, high-contrast visuals that remain visible in natural light and across larger distances. Clear branding helps ensure visitors immediately understand who is hosting the activity, even in busy public spaces.

Event Types That Span Indoors and Outdoors

Many events include both indoor and outdoor elements. University open days, public sector showcases, festivals, and large corporate events often move audiences between spaces. In these cases, using a mix of indoor-friendly and outdoor-suitable games creates consistency while adapting to the environment.

We regularly support events across sectors including Public Sector & Local Authority Events, Educational & Training Expos, Charity Events, Sports & Fitness Expos, and Hospitality Shows, many of which involve mixed-use venues.

Planning Early Makes the Difference

The most successful indoor and outdoor events are those where engagement planning happens early. Considering space, power, weather, and audience behaviour from the outset allows the right games to be selected and positioned effectively.

Our team works with organisers to recommend options that suit the environment, audience, and objectives, whether the event is held in an exhibition hall, on a campus, in a town square, or across multiple locations.

Choosing the Right Approach for Your Event

There is no single solution that works for every event. Indoor and outdoor settings each bring advantages and challenges, and the best results come from understanding those differences.

If you’re planning an event and need guidance on what will work best indoors, outdoors, or across both, we’re happy to help. With experience across exhibitions, corporate events, public sector programmes, and seasonal celebrations, we can recommend event hire solutions that fit the environment and deliver effective engagement.