5 Tips for Preparing for Inclement Weather on Event Day
junio 03, 2023
Planning an event is an exhilarating experience, filled with anticipation and excitement. But Mother Nature doesn't always play along with our plans. Unpredictable weather can be a major concern for event organizers, but with the right planning, you can ensure a successful event, rain or shine. In this post, we'll share some valuable tips to help you prepare for inclement weather on event day, so you can navigate any storm with confidence.
1. Keep an eye on the forecast
Stay up to date with the latest weather reports leading up to the event. Reliable weather apps and websites can provide real-time updates, helping you anticipate any changes in the forecast. Remember, knowledge is power, and being well-informed will allow you to make necessary adjustments in a timely manner.
Check out Ironic Reports, a concierge event meteorologist company. They ensure flawless events with expert weather coverage, personalized forecasts, and contingency plans tailored for weddings and events. In fact, they've helped over 2400 events since 2020! Expert event pros rely on them when the risk of weather is not an option.
2. Create a contingency plan
Prepare a backup plan that accounts for various weather scenarios. Talk to your venue about alternative indoor venues or covered areas that can accommodate your group. You might need to pay additional fees, but it's worth it for the peace of mind. If you secure a back-up space, make sure to communicate this plan to your vendor team. They may need to create their own alternate plan to account for different power sources, load-in, directions for staff, lighting, and so on.
3. Invest in weather equipment
Be ready for rain or strong sunlight by investing in weather equipment. Umbrellas, canopies, and tarps can provide shelter and shade to keep your guests comfortable. Blankets and faux fur throws can offer warmth in chilly temps. Stock up on waterproof materials like plastic coverings to shield equipment and supplies from potential damage.
Also, make sure you have coverage for your vendors as needed. For example, if you're having a live quartet perform for your outdoor ceremony, read their contract. You'll likely need to provide a canopy to keep their instruments shaded. They likely won't perform if temps fall below a certain temperature because of risk to their instruments. You might need a back-up musical plan if that's the case.
4. Communication is key
Keep open lines of communication with everyone, including attendees, vendors, and venue. Include weather considerations in your invitation. Ensure everyone is aware of any weather-related updates or changes to the event schedule. Use social media, email, and other communication channels, like TextMyGuests to provide regular updates and address any concerns or questions your guests may have.
5. Stay positive and adaptable
While inclement weather can be a challenge, maintaining a positive attitude and being adaptable will help you overcome any obstacles. Embrace the situation and make the most of the event, rain or shine.
Create fun alternatives like indoor activities that bring people together and create memorable experiences. Consider fun indoor ideas like board games, fireside lounge areas, or photo booths. You can create some fun outdoor experiences too like a beautiful photoshoot in the sprinkles with colorful umbrellas or a s'mores bar.
Preparing for inclement weather on event day requires careful planning, effective communication, and a positive mindset. By staying informed, having a contingency plan, investing in protective equipment, maintaining clear communication, and staying adaptable, you can ensure that your event is a success, regardless of what the weather throws your way. A little rain or a burst of sunshine can add an unexpected touch of magic to your event, but whatever comes your way, make sure to create memories that you will cherish for years to come.