A town hall in a garden

Moving the all-hands out of the auditorium and into a garden changes the tone of the meeting. People arrive curious rather than resigned, and a relaxed setting can make it easier to ask leadership a direct question. HortPark, the gardening hub run by NParks near the Southern Ridges, is one venue teams look at for exactly this reason. The trade is that a park is not a conference centre, so the planning shifts towards weather, sound and comfort.

Item: choose the space for the agenda

A presentation-heavy agenda wants an enclosed hall where screens are readable and sound is controlled. A short address followed by lunch suits a lawn or a covered pavilion. Many teams combine the two: the address indoors, the conversation outside. Ask the venue which spaces can be held together on your date.

Item: write the rain plan before anything else

Afternoon storms arrive quickly. Agree where each segment moves if it rains, set a fixed time to make the call and name the one person who makes it. Tell suppliers and the host so nobody waits for instructions while the sky darkens.

Item: sound and screens outdoors

Sound fades in open air, and daylight washes out a weak screen. Place speakers so the back rows hear clearly without disturbing other park users, pick a bright screen and agree volume limits with the venue in advance.

Item: keep the Q&A honest

Open an anonymous question tool before the session, group similar questions and give the moderator permission to read out the uncomfortable ones. Questions left unanswered on the day should get a written reply within an agreed time.

For a sample run sheet, a decision time for wet weather and notes on streaming to remote staff, see Get Out! Events' guide to running a garden town hall at HortPark.

Item: comfort

Shade, fans, water, seating that faces away from the sun and accessible paths matter more outdoors than in any ballroom. Put a smart casual dress note in the invitation.

Park rules and permits change, so check current details with the venue and with NParks before you commit.