The weather can change quickly, and without the right game plan, inclement weather can turn a fun time into a dangerous one. Fortunately, there are ways to prepare your outdoor event for bad weather to keep your staff and guests safe.
Choose a Flexible Venue
If you haven’t already chosen your venue, it’s wise to choose one that has indoor and outdoor availability. Speak with the venue owner beforehand and make sure they have room for you and your guests indoors as well. Even if you may not need it, it’s better to be safe than drenched, cold, and sorry. A quality venue will have inclement weather options, and if they don’t, find another venue. There’s no shame in being picky about your needs, and your venue should be able to meet all of them.
Host the Event in a Tent
Some events are too big, and you may not have the option to fit everyone indoors. In these cases, hiring construction personnel to build a temporary fabric structure can be extremely advantageous. These structures are affordable and can be erected or taken down in a matter of hours, but don’t forget to ask the important questions! Many temporary structures can be customized to include bathrooms and even HVAC systems, so keep in mind the specific needs of your event.
Clearly Define Your Refund Plan
If you end up having to cancel your event due to the weather, people will likely ask for a refund, but you may not be able to afford to give them one. It’s advantageous to have a clearly defined refund policy, whether you have a full, partial, or no refund policy. Not everyone will understand why they can’t get a refund, so explain why in your refund policy to have fewer angry customers.
Create and Communicate a Plan B
However you decide to deal with bad weather, you need to strategize with your staff and communicate clearly, meaning everyone should be informed and stay informed. Your guests should also have access to any emergency plans, such as when to go, where to go, and any safety procedures. When everyone is on the same page about what to do, things will go much smoother. If you have an app for your event, you can use it to communicate and send directions directly to guests.
Hand Out Rain Gear
Cheap ponchos are easy to get your hands on as well as umbrellas and other rain gear. You can even sell branded rain gear at a merch counter to make some extra cash. Eventually, you’ll run into weather issues, so they’re definitely worth the investment, plus you’ll get free advertising!
When you think ahead, preparing your outdoor event for bad weather is easy. While it might require a few extra steps and a little extra cash, your guests will appreciate an attentive host, and your future self will definitely thank you.