Expert event planners from New York stress how important it is for planners to stay flexible with their events. This can apply to events where the weather may cause some issues. As an event planner, you have to juggle a multitude of tasks. This includes finding a solution when bad weather occurs at one of your events. If you are hosting an outdoor event, you need to have backup options. Having a plan will save you if a change in weather occurs in the middle of an event. Keep reading to find out how to handle bad weather at your corporate event.
Understand the Venue for Your Outdoor Event
One of the most important things you can do in event planning is to do your research. Planners should have thoroughly researched the venue and all that it has to offer. You will want to look over the area where the event will be as well as the entire venue. You need to map out where the event will take place and how things should be arranged.
Some venues will be more susceptible to bad weather. For instance, lower areas of ground may create mud that can be very difficult to work with. Or a venue may be out in the open where no shelter is available. This can be a big downside if it starts to rain or the wind picks up.
Even if you don’t believe that the weather will be an issue, it is good to consider these details. This will help you to create a plan in case the weather changes during the event. You could also ask the owner of the venue if there are any secondary options. This could be a good option if bad weather comes and you need to move the guests somewhere.
Have a Plan B
Even the most high-budget event is susceptible to a change in weather. An outdoor event is risky for planners since you can’t always predict what will happen. That is why you should always have a plan B on the side. If the event has outdoor activities, you may want to also consider indoor activities.
This can be a lifesaver if the weather turns and you need to keep guests entertained. You could also have another nearby venue available in case of an emergency. This is not an ideal option, but it may be worth considering. If the venue is outdoors, but there is an indoor area, you may want to consider that as well. It is usually safer to have an indoor and outdoor venue so people can take shelter. Not everyone enjoys being out in the elements, even on the nicest day.
Keep Everyone Out of the Elements
Another factor to consider for bad weather at an event is keeping your guests warm and dry. The best way to do this is to have tents available. Most outdoor events rely heavily on tents that can be assembled and unassembled easily. These provide shelter without the need for renting an indoor venue.
You could focus on having the corporate event outdoors where people can enjoy the sunshine. But if bad weather comes up, there will be shelter for everyone. This is the best way to ensure all your guests stay dry and safe. It also keeps your staff out of the elements when they are doing their job. Make sure you account for everyone that will be at the event. You may need several large tents to hold everyone comfortably in case they need shelter.
Provide Refreshments
One of the best ways to take care of your guests is with refreshments. This is a great way to distract people if the weather is unpleasant during the event. The first thing you need to focus on is getting the refreshments out of the weather. You may want to have covers for the van doors so that the food doesn’t get wet.
If you have tents set up, you should move all the refreshments inside. Once that is done, you can start having people help themselves. This is the perfect way to distract everyone while you get your staff in order. You also need to maintain communication with your vendors. If the weather starts to take a turn for the worse, get them ready to move their stock.
Acknowledge the Weather
When bad weather comes up during your event, you need to acknowledge this change. Your first instinct may be to carry on like nothing is going on, but that isn’t always the best route. If it is particularly bad outside, guests may start to get a bit nervous. It is best to communicate openly and let everyone know that things are being rearranged.
Let everyone know that accommodations are being prepared to get them out of the weather. You can also give them updates about refreshments and how activities will change. In instances like this, honesty is the best policy. There is no ignoring the weather, so you might as well be upfront with everyone.
Find a Storage Option
You also need to make sure you have a place to put your equipment. If bad weather picks up, you may not have the resources to protect your gear. If you have tents set up, these should primarily be for the guests. Ideally, you should have a backup option at the venue where you can store equipment. This could be anything from an indoor facility to a storage closet. You should also have covers available to use to protect objects from the weather.
You could also have vans parked nearby where staff can load important equipment. Prioritize equipment that could become damaged from the elements if not kept safe. Less important gear could be left out if covered against the worst of the weather. Communicate with your staff and organize a team to manage this for you.
Track the Weather
If you are an event planner, you also need to track the weather. All kinds of apps and devices can help you to do this accurately. This is something that you should be doing days before the event is planned. You should also be checking the weather to make sure it hasn’t changed out of the blue. When you can see bad weather coming, you can start to be proactive. This will reduce stress and give guests a much better experience.
In some cases, you may even be able to arrange for an indoor venue. This would be the best-case scenario if the weather is going to take a turn for the worst. If you are busy during the event, it is a good idea to have a staff member do this for you. Watching for hour-by-hour updates is a great way to stay alert and prepared.
Stock Up on Necessities
Every outdoor event should have necessities available for bad weather. This includes things like umbrellas that can be handed out to all the guests. You should also have disposable rain jackets that can be handed out to protect everyone from rain. To stay up-to-date with safety protocol, you should have a first-aid kit handy. This should be easy to access in case anyone becomes injured during the weather. You should also have a plan in case someone is injured and needs to go to the hospital.
How Can Bad Weather Impact an Outdoor Event?
Weather can completely put an outdoor event in disarray within minutes. The most common culprit is heavy rain that soaks everything and everyone. This is not only uncomfortable, it can damage equipment and refreshments. Rain will also turn the ground into mud, making it slippery and difficult to walk on.
Windy weather is also very bad as it can start to blow things away. It makes it difficult for the event to go as planned, and a cold wind is very uncomfortable for guests. If your event is later in the year, there may even be a risk of snow. This is why event planners should try to avoid outdoor events during the colder seasons. Even summer comes with some risks, as extreme heat can also be concerning. This can start to make guests sick and cause food to spoil.
Bad Weather Preparation for an Outdoor Event
Having bad weather at your outdoor event is something that you should be planning for. You want to stay ahead of this risk and have a plan B ready to go. Do you want to step up your event planning game? You should attend this year‘s Event Planner Expo.
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