Beautiful weather means more opportunities for exciting outdoor event planning. From team-building corporate events to dreamy weddings to community festivals, the backdrop of an outdoor setting adds a special touch of magic. However, each outdoor occasion opens the door for potential conflict with Mother Nature. With proper planning, such as creating a weather plan for outdoor events, you can ensure your guests have an unforgettable experience despite weather conditions.
The Basics
Bad weather is a possibility with any outdoor gathering. Avoid stress and disappointment by being proactive and preparing yourself to be flexible. Make a rain plan for your outdoor event by considering your venue, entertainment, and any activities that you have planned.
Create a venue backup plan
When picking your event venue, consider a Plan B (and maybe even a Plan C). If possible, try to locate a venue that offers indoor and outdoor spaces. If your dream venue doesn’t have space for indoor events, that’s okay! Party tents are a great addition, even if the sky is clear as the sun can be unforgiving. Smaller tents and canopies can also be perfect for service providers and entertainers.
Communicate with vendors
Depending on the entertainment and services you’ve hired, moving locations may mean having extra extension cords indoors and setting aside space for everyone to set up. Transition smoothly on the event day by making simple preparations. Chat with everyone you’ve hired to find out what they need and make a plan. Consider how you will keep the party going by providing food and beverage vendors, caterers, musicians, and entertainers everything they need to thrive in any condition.
Be flexible and embrace change
If you’re planning a large outdoor event that is too involved to be simply moved indoors, create contingency plans to keep your event going. Creating a rain plan for outdoor activities could save the day. In some cases, you can even take advantage of a change in weather for a memorable moment! For example, a rainy day can create an opportunity for romantic photos at a wedding with the proper equipment and vision. Keep a positive attitude, prepare, and embrace the moment, and you may even create something spectacular.
Investment Protection
Regardless of the size of your event, you will have made a time and financial investment as an event planner. Protect your finances with event insurance, paying close attention to booking agreements and discussing rescheduling opportunities with everyone involved.
Read booking agreements carefully
When booking on GigSalad, you have our Worry-Free Guarantee. If a vendor cancels or does not appear at your event, you will receive a full refund of everything paid. However, if bad weather results in you needing to cancel, the possibility of a refund always depends on the specific cancellation policies created by the vendor you booked.
Prior to booking any vendor or entertainer, read the terms of the booking agreement closely. Be sure to look over their cancellation policies, in particular. Most often, you will see a non-refundable deposit and a refundable balance, but if you don’t see anything addressing inclement weather, ask how they handle those cancellations caused by outside forces. Then, request that they include any agreed-upon policies within the additional terms of their agreement.
✨ New to hiring entertainment or services? Read this: Booking Tips 101
Insure your event
When bad weather causes cancellations, the financial toll can be significant. Event insurance can help cover the costs of any lost deposits, as well as other unexpected problems. Expenses like damages to the event space and even injuries may also be included under event liability coverage. Keep in mind that certain insurance providers may not allow you to purchase the insurance within two weeks of the event, so make sure you plan ahead.
Discuss rescheduling opportunities
The weather forecast may look hopeful, but having another date in mind is still a good idea. Naturally, some types of events cannot be rescheduled, but for those that can, discuss the options with all parties involved. Speak with your venue, service providers, and any entertainers about the possibilities. Don’t forget to get it all in writing!
✔️ Make planning easy with our tips (and a printable checklist!): How to Plan the Perfect Outdoor Party
Guest Comfort
Rain or shine, your guests’ comfort is paramount. By providing a variety of tasteful favors, communication, and refreshments, you can guarantee that your guests remain comfortable despite weather changes.
Provide weather-based favors
Depending on your event and the season, offering weather-based favors will allow your guests to remain comfortable in the event of rain or temperature changes. For warm days, provide an easy way for guests to cool down with a custom fan. Blankets are a great, cozy addition to a cooler fall wedding or outdoor concert. Clear umbrellas for guests can ensure your event can go on as planned without being too distracting.
Communicate with your guests
Communication is key. Keep your guests informed about the potential for bad weather and any changes in the venue or schedule. Use social media, emails, or even a dedicated event app to send updates. If planning a larger event, such as a festival, make signage to direct attendees to shelter for inclement weather.
Serve appropriate refreshments
The right drinks can help improve the spirits and attitudes of guests during a situation of bad weather. Consider a warm drink station with hot chocolate or coffee for cool, cozy fall nights. In the heat of summer, ensure your drinks are pleasantly cool for hot temperatures or even offer a festive, frozen beverage!
Outdoor event planning can be a lot of work, but they are incredibly rewarding and create unforgettable experiences for everyone involved. By preparing in advance, you can be ready for almost any situation that could arise and ensure your event goes smoothly, rain or shine. ?️?
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Matt Holland is a Customer Happiness Agent at GigSalad. With 10+ years of experience performing as a jazz drummer, he has gained insights into the life of a gigging musician as well as what makes an event go off without a hitch. Outside of work, he enjoys traveling, hiking, reading, cooking, and watching the newest TV shows with his wife.