My conditional experiences with frequent outdoor events is threefold: access, power, and protection.
From the first meeting until the final meeting, these conditions are reiterated with direct references to the three contract clauses that clearly defines needs, expectations, and ramifications.
Access:
X. Access to Venue. The CUSTOMER must insure and provide CCENT immediate, free, public, unencumbered, and non-hazardous access into, through, and out of the parking area, facility, and work space. CCENT reserves all rights to delay or discontinue setup and/or performance until all access or setup hazards, encumbrances, unforeseen union, drayage, and/or management fees or surcharges, weather related hazards, code violations, safety issues, and/or environmental conditions until such issues are cleared, paid, removed, and/or resolved.
Explanation: This covers you from multiple issues most of them created by non-caring or arrogant banquet hall staff or policies. Also gives you the right to refuse loading dock, kitchen only, or slave quarters entrance policies. Be confident in this clause, which allows you to maintain a James Bond-like coolness.
Power:
XI. Electrical Requirements. The CUSTOMER agrees that they will ensure that CCENT will be provided with one 115 volt 20 amp duplex-grounded electrical outlet at the Venue, and that the circuit will be free of any additional connected electrical devices. In addition, the CUSTOMER will ensure that floor outlets will be protected and covered to be hazard free, and that any extension cords will be located and positioned within ten feet of CCENT’s setup. CUSTOMER provided extension cords (whether by the CUSTOMER or arranged through the Venue operator) must be minimally 3 –conductor 14-gauge wire, shall not exceed 25 feet in length, and must be safely installed, attached, and secured in advance of CCENT’s arrival.
Explanation: If you need specific power, spell it out.
Protection:
XII. CCENT’s Workspace. The CUSTOMER agrees that it will ensure that CCENT is provided a workspace with dimensions not less than 8 feet deep and 10 feet wide. For outdoor events only, the CUSTOMER must provide the CCENT a platform, stage, or riser, the minimum dimensions being 10 feet deep, 12 feet wide, and 4 or more inches tall, and shall provide complete protection from all weather related elements such as, but not limited to, wind, water, and sun, from overhead, underneath, and all sides.
Explanation: If you need a defined work space, then define it. Here is the perfect place to add your specific OUTDOOR event demands.
Ramifications:
XIX. Conditions At The Event. Notwithstanding the foregoing, the CUSTOMER acknowledges and agrees that for the purposes of sections X, XI, XII, XIV, XVI, XVII, and XVIII, the CUSTOMER shall be responsible for the actions of all vendors hired by the CUSTOMERS for the Event, including but not limited to vendors hired by the Event venue or guests attending the event.
Explanation: No tent, riser, power, invasive bridal consultants, clueless wedding planners, rookie banquet managers? The customer is the sole decision maker.