It’s Outdoor Event Season—Are You Covered for Weather, Wi-Fi, and Walk-Ups?

There’s something special about a summer event under the open sky. Whether it’s a picnic in the park, a community block party, or a local concert, outdoor fundraisers have a unique way of bringing people together. They’re casual, joyful, and full of connection.

But let’s be honest—outdoor events can also be unpredictable.

You’ve got volunteers showing up for the first time, surprise guests who didn’t RSVP, and a location that might have patchy Wi-Fi (if it has any at all). If you’re already stretched thin, these curveballs can take the fun out of what should be a great day for your cause.

The good news? With a little preparation and the right systems in place, you can handle the chaos without breaking a sweat. Here are three common challenges nonprofits face during outdoor events—and simple ways to stay ahead of them.

1. Unpredictable Attendance—Are You Ready for the Walk-Ups?

Outdoor events often attract more people than expected—and that’s a great thing! Neighbors wander over, friends bring friends, and suddenly you’re seeing faces that were never on your RSVP list.

But if your team isn’t ready for a wave of walk-ups, things can get overwhelming fast. Long lines, missing registration info, and confusion about where to go can cause stress for staff and guests alike.

How to prepare:

• Build flexibility into your check-in process. Use tools that let you register and check in attendees on the spot—without needing to be tied to a computer or a printed list.
• Empower volunteers. Designate a few people as mobile floaters who can handle check-ins and donations from anywhere at the event.
• Make giving easy. Whether it’s through Tap to Pay, QR codes, or quick mobile forms, make sure guests can contribute without filling out long forms or waiting in line.

When you plan for unexpected guests, you create a more welcoming environment—and open the door to new supporters.

2. Limited Tech Access—Can Your Team Stay Functional Without a Laptop and Desk?

Outdoor venues are beautiful—but let’s face it, they’re not always practical. Spotty Wi-Fi, no power outlets, and lack of workspace can throw a wrench into your day if your systems aren’t mobile-friendly.

If your team needs to be tethered to a laptop and a stable internet connection, that can leave you scrambling when the real world doesn’t cooperate.

How to prepare:

• Test the location. Visit your event site beforehand to check cell service and identify any dead zones or tricky spots.
• Go mobile. Choose tools that work seamlessly on smartphones and tablets—no extra hardware required.
• Plan for offline moments. Use platforms that let you continue working even if you temporarily lose connection, and sync data later when service returns.

The more nimble your tech, the more relaxed your team will be when things don’t go exactly as planned (because they rarely do).

3. Understaffed, Overloaded—Are Your Volunteers Set Up to Succeed?

At most nonprofit events, everyone is wearing multiple hats. Volunteers may be jumping in for the first time. Staff members are answering questions while trying to fix a broken speaker. And supporters might not know who to talk to about what.

When everything flows through just one or two people, bottlenecks happen. And that can lead to confusion, long waits, and missed opportunities.

How to prepare:

• Train light, equip well. Make sure every team member has access to simple tools they can use to assist attendees, collect payments, or answer basic questions—without needing in-depth training.
• Create role clarity. Assign specific responsibilities, even for volunteers, and provide brief role cards so everyone knows who’s doing what.
• Build in backup. Identify your high-traffic areas (check-in, donation stations, info desk) and make sure you have secondary coverage in case someone needs to step away.

A confident, well-equipped team makes a huge difference in how smooth your event feels—not just to you, but to your guests too.

Wrapping It All Up

Outdoor events are full of heart. They’re a chance to show your mission in action, face-to-face, with your community. But they also come with moving parts that can feel overwhelming—especially for small teams.

The good news? You don’t have to figure it all out alone.

At Flipcause, we’ve seen how the right support can turn “day-of stress” into “mission accomplished.” Whether it’s checking guests in, accepting Tap to Pay donations, or getting real-time help through our mobile app, our all-in-one platform is designed to help nonprofits like yours stay nimble, prepared, and fully present—no matter where your mission takes you.