News Event Planning Tips for Bad Weather

December 05th, 2016

When planning an outdoor event, the dream is to have clear blue skies, bright sun and just the right amount of breeze. However, one of the biggest risks with an outdoor event is that poor weather conditions leave your event at jeopardy of being ruined. In many cases, the weather can be completely unpredictable, and days which are forecasted to be sunny and warm can often end up rainy and cold – if this happens to be the case, these tips will help your event shine even when there’s rain.


Keep Waterproof


If you are dealing with rainfall that isn’t too heavy, then you want to make sure your event runs smoothly by making sure you have some waterproof items that can help keep guests and equipment dry. When it is raining and guests are entering the event, this can cause any paper tickets to get wet. Therefore, tyvek wristbands can be used to overcome this as they are waterproof and won’t be damaged because of the weather. For any large pieces of equipment such as lighting or soundboards, you should try to get to get some large plastic sheets that can go over the top of them. For lighting, you would want these to be see-through so that you can still get the brightness you need.


Have an Evacuation Plan


For the scenario where the weather can become severe and starts to affect the safety of the guests, then it is vital that you have a clear evacuation plan which is in place. It is very important that you communicate with all staff at the event and make sure that they are aware of the plan to ensure the guests are taken care of correctly.


Have a Policy in Place


To make sure that you are not in danger of being affected by any legal loopholes, you should try to make sure that when you advertise for your event you state exactly what will happen if bad weather does prevent the event from taking place. This will stop the level of complaints you will get in the aftermath of the event being shut down and will ensure that you won’t have to deal with any lawsuits.


Have a Back-Up Plan


If you have an event which has been planned a long time in advance, it can be a good idea to prepare a contingency for any bad weather that may occur closer to the time. For instance, it may be good to try and place an indoor venue on hold at the same time your event is set to take place so the event doesn’t have to be called off should there be severe weather conditions which occur closer to the time.

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