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Experiencing rain on one’s wedding day can symbolize cleansing and fertility. Yet, extreme weather can have a big impact when planning an event at an outdoor venue. This includes events like a backyard barbeque, company picnic, or outdoor wedding.
Natural disasters and weather are factors even the best event planners can’t control. Yet, there is much you can do to help prepare for these circumstances when planning an outdoor event.
Read on for the best proactive tips to make your event a success.
Have a Backup Plan
Any outdoor event should always have a backup plan in place. This is a smart tip for how to plan an event in case of bad weather.
Your plan could include a second location on the property that the event can be moved to. Indoor banquet rooms or covered structures work well for this. Changes to the event date or time are other options if you know well enough in advance.
It’s a good idea to secure tent rentals in case it ends up raining during the event. Tents with hard-panel walls can help keep out rain and wind. Having tons of umbrellas on-hand will keep guests dry and make photography easier.
Be sure to conduct plenty of research on the venue location and any past disasters that occurred. The Atlantic hurricane season runs from June 1st to November 30th. So, take extra precautions when hosting an event during a hurricane or rainy season.
Other key tips include looking into how well a venue’s drainage system works. Research to see if the area has had any issues with flooding in the past.
It may sound negative, but it helps to plan for the worst-case scenario. This way, you already have a plan in place should these situations occur.
Another tip is to be flexible in your backup plan and event changes. This helps to avoid creating anxiety around having to change event plans. A calm attitude will also translate to the clients, staff, and other people helping with the event.
Plan ahead and cover all your bases by putting your contingency plan in writing. Contract details should cover your backup bad weather strategy. This way there is no confusion on the client’s end if the event needs to be canceled, postponed, or changed.
Stay up to Date on Weather Changes
When planning business events outdoors, weather technology can help you stay better informed. It helps to use an app to check hourly weather forecasts. This way you can monitor weather changes on-the-go.
Weather apps help with planning and making important decisions to change event details. They may also give you enough time to move an event location or set up covered areas.
Keep Communication Open
Communication between managers and staff is key during any event. This allows you to make quick decisions and delegate last-minute tasks. Wireless radios are an ideal way for staff to stay in touch throughout the event.
It’s best to assign a specific event coordinator to be in charge of communicating any changes. This point person should be responsible for keeping everyone informed on event changes due to weather.
It’s also smart to keep contact information for local authorities and safety personnel. You’ll also want easy access to an updated contact list. Include all key staff personnel, vendors, coordinators, and the client’s main point person.
Hire Extra Help
Extra staff can make a big difference when dealing with unforeseen circumstances. Extra hands are also helpful in getting guests to safety if a disaster occurs. It also makes set-up go smoother when planning an event where details need to change last-minute.
Hiring extra help accounts for any staff that isn’t able to commute due to weather. High winds often close down tall bridges. This makes travel much more difficult for those who live in certain areas.
Have a Safety Checklist in Place
A safety checklist always tops the list of key event planning tips. This should be a comprehensive list of all needed safety features and gear relating to the event.
Planning a company boat cruise should involve enough life vests for every passenger. Events should have fire extinguishers and first-aid kits on-site. Consider safety features for keeping equipment from getting damaged during bad weather.
Your safety list should include keeping guests as comfortable as possible. This could be using portable heaters during colder temperatures. Bug spray, citronella candles, and sunscreen may also be needed.
Using large industrial fans can cool guests down during a heatwave. Extra bottled water is also important for guests and staff at a summer outdoor event. This guide at best cooler.reviews offers more on how to maintain ice retention for colder water.
With events that include over 500 or more guests, you may want to take extra safety precautions. This involves hiring a fire marshal, off-duty police officer, or security guards.
Stay Covered with Proper Insurance and Permits
Insurance coverage helps ensure you protect your company and your assets. Some policies will also help cover your client from loss should a disaster occur.
Insurance is important to have should something get damaged during a bad storm. Some lenders even provide rain insurance to provide extra coverage for outdoor events.
Another tip is to ensure you have all the right permits that the event space requires. This includes tent permits or special effects permits.
Before booking a venue, look into their policy on liability coverage. You also want to check their refund or cancellation policy due to weather.
Planning the Perfect Outdoor Event
These tips will help you to plan and execute the perfect outdoor event. Weather conditions and natural disasters may be out of our control. Yet, a proactive plan helps prevent an event disaster from occurring.
Having a solid communication plan is ideal when hosting any event. Staying well-organized and up to date on weather changes will also help to avoid a crisis.
Looking for more tips on planning the perfect event? Check out the lifestyle or wedding section of our blog for all the latest advice.