Planning an outdoor event in unpredictable weather. Are you prepared for the worst?

It is important to have multiple, immediate methods to warn guests about incoming weather. Social media posts are not enough. Outdoor venues should consider a text alert system to be able to send timely mass alerts to guests so they don't have to seek out the emergency information on their own in the moment.

If you're in the UK, you have no choice but to plan for all weather scenarios. Whether that's an indoor back up or coverage for outside. ☔️😅 The weather is unpredictable, but the better you plan the more prepared you are for all outcomes!

It's crucial to always anticipate & prepare for unpredictable weather. Since such natural events can't be precisely forecasted, it's essential to incorporate risk management from the start. Having a comprehensive checklist to address potential weather-related issues will help ensure your guests have a positive experience. It's better to invest in precautionary measures & incur additional costs than to risk your guests enduring unpleasant conditions like rain or extreme weather.

Planning an outdoor event in unpredictable weather can be challenging, but with the right preparation, you can ensure success regardless of conditions. - Identify potential weather threats, and establish clear communication protocols. - Prioritise attendee safety with emergency kits, first aid supplies, and evacuation plans. - Ensure your team is well-informed and ready to execute contingency plans. - Invest in quality, weather-proof equipment and have a solid backup plan. - Monitor the weather closely using reliable apps and forecast services. By anticipating and being prepared for adverse weather, you can ensure your event runs smoothly and safely, no matter the conditions !

When planning an outdoor event like a wedding it is important to choose a location that has a wonderful outdoor and indoor option. I have seen epople end up using their reception hall as both a wedding and reception venue and it works great if you have an event staff who has a plan and is ready to pivot.

Simply having a disaster plan isn’t enough. Once you’ve established your plan and put it in writing, it must be practiced and updated on a regular basis in order to remain beneficial.Have your staff participate in regular disaster training and practice evacuations to ensure they know their role and can implement procedures at a moment’s notice. Include evacuation procedures for guests with disabilities or those who need assistance. A well-trained, well-prepared staff will be able to rely on experience in the face of an emergency, keeping guests calm and safe.Time these trainings to coincide with seasonal changes, such as the start of hurricane or monsoon season.

Extreme weather conditions can pose significant risks for an outdoor event. Therefore, having an emergency preparedness plan is vital for minimizing risks and managing situations effectively ensuring the safety and well-being of attendees, participants, and event staff, and maintaining the event’s integrity and organizer’s credibility.

We just concluded one of our prestigious B2B growth expo at Milton Keynes with more then 100 exhibitors . This was our 41st such event. Once you’re involved with such extent of event planning it’s most imperative to have the support of the vendors , In the adverse situation it’s advisable to be prepared and have a contingency plan .

Hoteliers should plan with their Vendors in a way that both of them are prepared for the worst scenarios. This helps to overcome all the unseen circumstances with an ease.

It’s a good idea to check if there any parades or events going on in the area . There will be Congestion and street closures. You can make your guests, caterers etc aware of this so they can plan accordingly.

We, hoteliers, try to give the guest a feeling of "Home away from home". So, when we say that it can't be mere words. During a natural disaster, if a guest is staying with us, we need to make them comfortable and enhance their stay in any way possible so that they feel safe and can rely on us.

In our Indian culture we say ATITHI DEVO BHAVA meaning we regard guest as god . So it’s most important to cater for their comfort at every level .

Heat is a major factor at outdoor events in Texas. Consider offering sunscreen, fans, water stations, doggy pools... for your attendees. Anything to cool off makes their experience better and they will appreciate thoughtfulness towards their canine companions as well. Oftentimes you can find sponsors or partner with another business to provide these amenities.

Finance is the backbone of every endeavour be it profit or non profit , event planning or business development. Contingency budget is must incase of emergency or last minute cancellation / changes.

A good Budget will always have a Contingency bill passed. keeping a contingency budget will help us save the unexpected expenses occurred due to natural disasters. If we keep this Contingency budget in our yearly budget plan we can we flexible in making last-minute decisions for weather changes.

Proper financial planning is vital for any business or activity, ensuring steady growth and a good reputation. While securing main funding and working capital is essential, it's equally important to have a contingency budget. This reserve of funds prepares the company for unpredictable events, such as market shifts or operational disruptions. By having a contingency budget, organizations can quickly address unexpected challenges, protecting their stability and ensuring smooth operations. Prioritizing this safety net enhances financial resilience and supports long-term success.

Effective communication is the backbone of any successful event, particularly when dealing with unpredictable weather. Establish multiple channels to keep everyone informed, such as social media updates, text alerts, and public address system announcements. Ensure your communication plan is robust enough to reach all participants quickly and efficiently, keeping them updated on any changes due to weather conditions. The adjustments improve readability and ensure the message remains concise and focused.

In the event of foul weather, ensure your vendors and partners know how to reach you. I advise offering your email as the first option and your cell phone for emergencies and day-of changes. Having a consistent communication channel ensures everyone knows where to find information and updates. For guests, emails and social media should be sent out for optimal reach. You should also have the cell phone number for your local police should non-emergency communication be necessary. Always communicate your large event plans and contingencies with local law enforcement. The more they know, the better prepared they will be should an emergency arise.

Start by selecting a venue that offers both outdoor and indoor options or has adequate shelter areas. Rent tents, canopies, or marquees to provide cover. Develop a comprehensive weather contingency plan, including clear communication strategies for informing attendees of changes. Have a reliable weather monitoring system in place to track conditions in real-time. Ensure you have backup plans for all key elements such as seating, food service, and entertainment. Equip your team with necessary tools and supplies to handle weather-related issues, ensuring a smooth event regardless of conditions.

Always communicate! For important information like impending weather, try every way of communicating: text, email, phone call, carrier pigeon...However, many people have a unique ability to avoid needed information. So your job as the event planner, is to expect the unexpected. Women will wear stilettos to a beach wedding, and men will wear sear-sucker suits without an umbrella. Always have a back-up plan, just in case. Invest in umbrellas, ponchos, and flip flops.