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Madrid

A Guide to Hosting an Outdoor Event in Madrid

Hello, hello, and welcome to the sunny capital of Spain. It’s always a great idea to host an outdoor event in Madrid. It has great weather, delicious food, stunning architecture, and some excellent venues to boot. What’s not to love?

Well, now that we’re done selling Madrid to you (although we’re sure we didn’t have to!) Let’s dive right into this comprehensive guide to hosting an outdoor event in Madrid. Whether you’re looking at a gorgeous terrace space or planning a garden party, we’ve got all the tips and tricks you need to ace the outdoor event game.

So, grab your sunnies and slather on some sunscreen because we’re about to take you on a fun ride to explore everything you need to know about outdoor events in Madrid.

1) The Best Styles of Outdoor Event Spaces in Madrid

If you thought outdoor spaces in Madrid were just rooftops and gardens, you’re in for a real treat. The city spoils you for choice with its different styles of outdoor spaces.

  1. Rooftop venues: Okay, we’ll begin with the obvious one, rooftop terraces. These not only put your event on cloud nine (literally!) but they’re also the perfect spot to throw an event where your guests can enjoy panoramic views of the city by day and admire the stars by night. Perfect for everything from intimate cocktail parties to swanky corporate gatherings, it’s no wonder everyone loves a rooftop in Madrid.
  2. Garden spaces: The city takes its green spaces seriously, and so should you when you’re planning an outdoor party in Madrid. Over here you'll find lush lawns, blooming flower beds, and tranquil ponds all designed to elevate your outdoor event to great heights. All you need to do is throw in some furniture, entertainment, and catering to get your party started.
  3. Historic venues: We know what you’re thinking. How can historical venues possibly make it to a list of outdoor event spaces in Madrid, but you’re in for a surprise. The city is steeped in history, so it’s quite normal to host an outdoor party in Mardrid on the lawns and gardens of restored venues for a touch of old-world charm.
  4. Water venues: Whether you want to be on the water or just near the water, you’ll find an outdoor space in Madrid that can make that dream come true. Enjoy the great outdoors in a fantastic and serene setting by choosing an outdoor event space that’s located by the water or even on a historical sailing ship.

2) The Best Areas for Hosting an Outdoor Event in Madrid

We’re sure you’re wondering where you can find all the stellar venues for an outdoor party in Madrid. Well, you won’t be left wondering for long because here’s a list of some of the best areas for hosting an outdoor event in Madrid.

  1. Retiro Park: The OG of outdoor events in Madrid, Retiro Park is loved by both locals and visitors for its sprawling lawns, serene ponds, and majestic sculptures. However, you don’t necessarily have to host your outdoor party in Madrid at the park. You can choose one of its many surrounding event venues that give you all the amenities you need with easy access to the park.
  2. Malsaña: Looking for an edgy and artistic atmosphere? Malasaña's your ticket. This hip neighbourhood is full of funky cafes, street art, and indie boutiques. Host your event in one of its open squares or quirky outdoor spots to capture that boho-chic flair.
  3. Gran Vía: If it’s the coveted rooftop venues that you’re after, Gran Vía is your spot. This grand avenue offers rooftop terraces with sweeping city views, creating a glamorous backdrop with a splash of sophistication for your event.
  4. Salamanca: For outdoor venues in Madrid that are set against an elegant backdrop, Salamanca is the place to be. This upscale neighbourhood is all about luxury, and its outdoor venues set on gorgeous tree-lined streets reflect that. So, if you're into haute couture, art galleries, and rubbing shoulders with the who’s who in Madrid, throw your outdoor party in  Salamanca.

Bonus reading: There’s a lot to explore in Madrid and no two neighbourhoods are quite alike. Here are more great areas in Madrid for hosting events.

3) How Much Will an Outdoor Venue in Madrid Cost?

Now, let’s get down to the more technical aspects and talk money. So, just how much does it cost to hire an outdoor location in Madrid? This depends on many factors, but here’s a rough estimate to help you budget,

  • Rooftop terraces and loft spaces: This depends on the size of the location, the amenities it provides, and the view, but to give you a ballpark range, the cost for hiring rooftop terraces and loft spaces in Madrid starts at approximately €117 per hour.
  • Garden venues: Again, this depends on the size, location, and amenities, but you can budget around €145 per hour.
  • Historic venues: These usually cost more than terraces and gardens and start at about  €375 per hour.
  • Waterfront spaces: These spaces are always in high demand, starting at approximately  €266 per hour.

Additional costs to consider:

Permits and Licensing: The cost of permits and licensing for events in Madrid can vary based on several factors. Depending on the complexity of the permits required, you might be looking at anywhere from €200 to €1,000 or more.

Catering: Catering costs can fluctuate based on the menu, the number of guests, and the level of service. For a rough estimate, catering can range from €40 to €100 or more per person.

Decor and Setup: Basic decorations might start at around €500, while elaborate setups with custom designs and floral arrangements can reach several thousand euros.

Weather Contingency: This can involve renting tents, awnings, or other coverings. Depending on the size of the space and the equipment needed, you might allocate around €1,000 to €5,000 for weather contingency arrangements.

Entertainment and Activities:  Live bands, DJs, performers, and other activities can range from €500 to several thousand euros or more.

Transportation and Logistics: If you use Madrid’s well-connected public transportation system, you can allocate between €10- €50 per person.

Insurance: Event insurance is essential for protecting against unforeseen incidents such as bad weather. The cost of insurance can range from €100 to €500 or more, depending on the coverage you require and the size of the event.

4) The Best Catering for Your Outdoor Location in Madrid

There’s something about food that tastes better when you eat it outdoors, isn’t it? Not that you’ll need any special favours from the weather gods when you book these top event caterers for outdoor spaces for hire in Madrid.

  • EatWith Madrid: For a completely unique dining experience for your outdoor event in Madrid. EatWith Madrid is worth checking out. They connect you with local chefs who curate personalised menus. Imagine indulging in a Mediterranean-style picnic featuring Spanish tapas, fresh seafood, and vibrant salads, all prepared by a talented local chef.
  • DeLabores Catering: For outdoor events in Madrid, the farm-to-table goodness of DeLabores Catering will make the perfect spread. They’re great with Spanish charcuterie boards boasting locally sourced cheeses, chorizos, and organic fruits, along with farm-fresh salads that taste even better outdoors.
  • El Laurel Catering: Imagine feasting on a delightful Spanish paella while enjoying the Madrid sunshine. It doesn’t get better than that and El Laurel Catering can make that dream a reality. They’re focused on culinary innovation and exceptional service which means your paella will be cooked on-site and served with an array of delicious tapas.
  • Catering El Club Allard: Known for its avant-garde approach, Catering El Club Allard could present an outdoor feast featuring innovative dishes like artfully plated edible flowers paired with delicate bites of foie gras. Their fusion of Spanish and international influences promises an unforgettable dining experience.
  • La Cococha Catering: La Cococha adds a modern twist to traditional Spanish flavours. Picture a Mediterranean-inspired outdoor event with live cooking stations offering sizzling gambas al ajillo (garlic shrimp), mini Iberian pork burgers, and refreshing gazpacho shooters.

Pro-tip: We can’t quite get enough of Spanish food, and we’re sure your team won’t be able to either! Why not create a team activity out of this shared love for Spanish food by trying out a Spanish cooking class with your team?

5) What Weather to Expect for Your Outdoor Event in Madrid

When it comes to outdoor venues for hire in Madrid, you don’t need to pray to the weather gods to bless you with incredible weather. That’s because Madrid has pretty great weather throughout the year, but depending on whether you like warm sunshine or a nip in the air, here’s a little overview of what you expect weather-wise in Madrid.

  • Spring (March-May): Spring in Madrid is a sweet embrace after the chilly winter. Temperatures start to climb, averaging around 15°C to 20°C (59°F to 68°F). It’s mostly sunny, but there might be occasional rain showers. So, keep an eye on the forecast and maybe have a plan B for rain protection.
  • Summer (June-August): Madrid’s summer is a sizzler! Prepare for some seriously hot days with temperatures ranging from 30°C to 40°C (86°F to 104°F). Sunscreen and hydration are your best buddies. You'll have plenty of sunshine for your outdoor event, but it might get toasty. Evening events can be more pleasant as temperatures drop a bit.
  • Autumn (September-November): Autumn is lovely in Madrid. Temperatures cool down, ranging from 15°C to 25°C (59°F to 77°F). It’s a great time for outdoor events – the heat of summer has subsided, and the weather is usually pleasant. Occasional rain might pop up, but it's generally a comfortable season.
  • Winter (December-February): Madrid’s winter is crisp and chilly. Temperatures hover around 5°C to 10°C (41°F to 50°F). You’ll need to bundle up, especially in the evenings. While it's not the most popular time for outdoor events due to the cold, if you're up for it, you can create a cosy atmosphere with heaters, blankets, and warm beverages.

6) Top Vendors for Your Outdoor Space in Madrid

Finally, they say it takes a village to host a fantastic outdoor event in Madrid and we’re certainly not expecting you to figure it all out on your own. Here are some great vendors in Madrid who’ll help you create the event of your dreams.

  1. Eventful Decor Co: If you're dreaming of transforming your outdoor space into a wonderland, Eventful Décor Co. has got you covered. From enchanting fairy lights and elegant drapery to rustic furniture and chic centrepieces, they specialise in turning your vision into reality.
  2. Cool Breezes Tent Rental: For that touch of practical luxury, Cool Breezes Tent Rentals has an array of tents and canopies to shield your event from unexpected weather changes. From elegant marquees to cosy yurts, they've got the right cover for your outdoor celebration.
  3. Sunset Sips Beverage Services: Thirsty guests? Sunset Sips Beverage Services is here to help you party. From signature cocktails to mocktails and everything in between, they can craft a beverage menu that suits your event's theme and vibe.
  4. Swift Setup Event Logistics: When it comes to the nitty-gritty of arranging an outdoor event, Swift Setup Event Logistics is your logistics superhero. They specialise in managing everything from transportation and setup to teardown, ensuring your event runs smoothly.
  5. Clear Skies Insurance Solutions: For peace of mind, Clear Skies Insurance Solutions offers event insurance that covers unforeseen hiccups. They can tailor coverage to your event's needs, protecting you from potential risks.

Wrapping Up

And with that, we bid you adios. We hope you’ve enjoyed our guide to hosting an outdoor event in Madrid. But, that’s not all the help we’re here to offer you. Simply use our Ask Expert function and our local event planners will be there to sort things out!

A Guide to Hosting an Outdoor Event in Madrid
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FAQ about Madrid Outdoor Venues

What are some unique entertainment ideas I can bring to my outdoor event space in Madrid?

Make your outdoor event in Madrid unforgettable with these unique entertainment ideas:

  • Artisanal craft stations: Set up craft stations where guests can learn traditional Spanish crafts like making ceramic tiles, weaving textiles, or crafting leather goods. It's a fantastic way to engage guests and offer them a memorable souvenir.
  • Flamenco performance: Infuse your event with the fiery passion of Spain by bringing in a professional flamenco dance performance. The traditional music, intricate footwork, and vibrant costumes will transport your guests to the heart of Spanish culture.
  • Paella cooking demo: Host a live paella cooking demonstration where a skilled chef prepares this iconic Spanish dish right in front of your guests. It's not only delicious but also an engaging and interactive experience.
  • Digital graffiti wall: Set up a digital graffiti wall where guests can use digital spray cans to create artwork on a screen. It's a modern twist on traditional street art and can result in some incredible interactive pieces.

What transport options are there for my attendees getting to my outdoor venue in Madrid?

Madrid offers a range of transportation options to suit different preferences and needs:

  • Metro: Madrid's metro system is efficient and well-connected. If your event is close to a metro station, it's a convenient and cost-effective option for attendees to reach the venue. The metro operates from around 6:00 AM to 1:30 AM.
  • Bus: Madrid's extensive bus network covers the entire city, making it easy for attendees to reach various neighbourhoods. Consider providing information about bus routes that lead to your event venue.
  • Taxis: Taxis are readily available throughout the city. They can be a convenient option, especially for guests who prefer a direct and comfortable ride to the venue. Additionally, Uber or Bolt are commonly used as prices are very affordable and waiting times are fairly short.
  • Bike sharing: Madrid has a bike-sharing system called BiciMAD, which allows attendees to rent bicycles and ride to the venue. If your event promotes eco-friendly transportation, this could be a great option.
  • Car-sharing: Car-sharing platforms like Car2Go and Emov operate in Madrid, allowing attendees to rent vehicles for short periods.

Is it safe to host outdoor events in Madrid?

Madrid has a low crime rate compared to the rest of Europe and is a relatively safe city. You don’t have to worry about safety when hosting an outdoor event in Madrid but of course, it is recommended to follow standard event security practices, ensure good lighting, and have a contingency plan for weather-related emergencies.

For the safety of your guests, it is advisable to remind them to be vigilant with their belongings when exploring tourist areas such as Sol or Plaza Mayor, as pickpockets are known to operate in these areas.

Do I need to account for seasonality when it comes to outdoor locations in Madrid?

Absolutely, seasonality is an important factor to consider when planning outdoor events in Madrid. Here's how seasonality might affect your outdoor event planning:

  • Spring (March-May): Spring is generally a favourable time for outdoor events in Madrid. The weather is mild and pleasant, with temperatures ranging from 15°C to 20°C (59°F to 68°F). This is a popular time for festivals, picnics, and garden parties, as the city's parks and outdoor spaces come to life with blooming flowers and greenery.
  • Summer (June-August): Summers in Madrid can be hot, with temperatures often exceeding 30°C (86°F) and occasionally reaching 40°C (104°F). While outdoor events are still feasible, it's essential to plan for the heat. Consider evening events to avoid the peak of the heat, and provide shade, cooling stations, and plenty of hydration options for your attendees.
  • Autumn (September-November): Autumn is another excellent season for outdoor events in Madrid. Temperatures are comfortable, ranging from 15°C to 25°C (59°F to 77°F).
  • Winter (December-February): Winters in Madrid are chilly, with temperatures ranging from 5°C to 10°C (41°F to 50°F). While outdoor events are possible, they might require more planning to keep attendees warm and comfortable. Consider heaters, blankets, and cosy seating areas for evening events.

Do I need to incorporate Spanish into my outdoor space in Madrid?

Including the Spanish language in your outdoor event space in Madrid can enhance the local experience and create a more immersive atmosphere. While it's not a strict requirement, using Spanish in signage, communication, and even some event activities can add authenticity and cultural connection. Here are some ways you might consider incorporating the Spanish language:

  • Signage and communication: Use Spanish signage to guide attendees, provide information, and set the tone for the event. Bilingual signage can be helpful for international guests, but having some signage in Spanish can also enhance the local feel.
  • Event names and themes: Give your event a Spanish name or theme that reflects the culture, city, or nature of the event. This can create intrigue and curiosity among attendees.
  • Greetings and phrases: Incorporate Spanish greetings and phrases into your event announcements, speeches, or printed materials. Simple phrases like "Hola" (Hello), "Bienvenidos" (Welcome), and "Gracias" (Thank you) can go a long way in creating a warm and inclusive atmosphere.

How much should I budget for hosting an outdoor event in Madrid?

You can host an outdoor event in Madrid on many different budgets. Ultimately, it all boils down to what you want to include in your event and the amenities you are providing to your guests. Here’s a rough estimate to get you started.

  • Venue rental: This can vary significantly depending on the location, size, and popularity of the venue. A ballpark figure could be anywhere from €1,000 to €5,000 or more for a mid-sized outdoor space.
  • Permits and licensing: Depending on the type of event and the regulations, permits can range from €200 to €1,000 or more.
  • Catering: Catering costs vary based on the menu, the number of guests, and the level of service. A rough estimate could be €40 to €100 per person or more.
  • Decor and setup: Decor expenses can range from €500 for basic decorations to several thousand euros for elaborate setups.
  • Entertainment: This will vary based on the type of performers or activities you're planning. For live music or performers, estimate several hundred to a few thousand euros.
  • Logistics and transportation: Transportation, logistics, and setup costs could range from €500 to several thousand euros depending on the complexity of the event.
  • Promotion and marketing: Expenses for promoting the event can include design, printing, and online advertising. Budget a few hundred to over a thousand euros for these activities.
  • Insurance: Event insurance costs can vary based on coverage. Budget around €100 to €500.
  • Weather contingency: If you're planning for weather contingencies such as tents or awnings, allocate a budget of around €1,000 to €5,000.
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