For anyone who has organised a business event, the worst scenario is to wake up in the morning to stormy weather, dark clouds and pouring rain. But Mother Nature doesn't always cooperate with our plans. From outdoor publicity events to tradeshows and conferences, the weather can put a damper on all kinds of business and networking plans if you're not properly prepared.
Whatever is coming up in your 2024 events diary, the key is having contingency plans in place and staying flexible so you can modify the event smoothly if needed. Here, we'll provide tips to help you plan for all weather conditions - even if there is yet another storm on the way - to make sure that once you have attracted people to an event, it goes off without a hitch.
Invest in tents, canopies and pop-up shelters
One of the best investments you can make is in temporary structures for business events such as tents, marquees and pop-up shelters. For the best peace of mind, these structures provide cover from rain, wind and also shade from the sun, allowing your event to carry on despite inclement conditions.
For rain and snow, look for waterproof tents and canopy materials like vinyl and polyethylene. For high winds, it’s crucial to make sure any shelters are securely staked and anchored. Position larger tents over food stations, seating areas, vendor booths or other high-traffic spots where guests will congregate. Small pop-up canopies can provide shade and cover for more exposed areas like lines or entrances.
Size your temporary structures appropriately for the expected guest list and be strategic about placement based on event layout. Mark guy lines or tent legs with visible tape or flags to prevent tripping hazards. Investing in professional temporary event structures rather than DIY options will provide durability as well as elegant aesthetics to ensure you don’t lose out on profits as a result of poor weather conditions.
Have back-up plans for outdoor activities
If your event includes large outdoor activities like races, games or performances, it's crucial to develop alternate plans in case weather interferes. For mild wind or rain, you may just need small modifications like moving the registration table under a tent or having performers use handheld mics instead of clip-ons.
But heavy rain or lightning will require more drastic changes. Be ready to move activities fully indoors, postpone them or cancel if truly necessary. Indoor spaces like ballrooms, theatres, recreation halls or covered pavilions can work well. For outdoor performances, a temporary stage cover can allow the show to go on. You can also have a scaled-down indoor version prepared as a backup, in case of extreme and unexpected weather changes.
For activities like races, have an indoor course mapped out and be ready to communicate last-minute route changes to participants. Don't wait until the last minute to come up with backup plans. Publicising and strategic comms about an event can be a major part of your marketing campaign especially if it is tied to a new product launch or to something time-specific. If you have promoted an event online or across social channels to clients, you won’t want to cancel it. Detail what activities could be moved or modified and identify potential indoor spaces in advance. Having solid contingency plans in place will allow you to make seamless adjustments to ensure your event goes ahead and can be modified on the day if needed.
Prepare for cold weather
If chilly winter weather is expected on event day, it's important to keep guests comfortable outdoors. No one wants to freeze while listening to speeches or mingling in a cocktail reception! To warm up outdoor spaces, consider renting portable heat lamps or patio heaters. Strategically place them in seating areas, near food stations or by bars to create cosy guest hot spots.
You can also provide warm non-alcoholic beverages like coffee, tea, and hot chocolate. You can rent self-serve beverage stations so guests can help themselves. Have blankets on hand to lend to guests, which they can wrap around their legs or shoulders. Plush throws or even old-fashioned wool blankets can be washed after the event.
For particularly cold climes or events held after sundown when the temperature drops, consider distributing hand warmers or hot hands. They are an inexpensive way to literally lend a hand to frozen guests, and are an added detail that your attendees will really appreciate.
Monitor the weather forecast
The key to staying one step ahead of the weather is checking the forecast regularly in the days and hours leading up to your event. In the week before the event, begin monitoring the long-range forecast to get a general sense of expected conditions. As you get closer, check the forecast daily for any changes. Subscribe to weather alerts from a trusted source so you're notified if severe weather is approaching or there are any imminent changes.
On the day of the event, appoint someone to be in charge of tracking weather conditions hourly. They should watch for changes and give you time to make any necessary adjustments. Tune in to weather reports on local TV and radio stations on event day to stay apprised of up-to-the-minute forecasts and storm warnings.
Of course, no forecast is 100% guaranteed, so also pay attention to visible signs like cloud cover and wind. Observe current conditions in addition to forecasts to make the best real-time decisions. By meticulously monitoring weather in the days and hours beforehand, you'll have plenty of warning to enact your backup plans and pivots if needed. Don't let the weather catch you off guard!
Staying on top of the weather is one of the key duties of any event organiser. While rain, wind or extreme temperatures can put a damper on your carefully laid plans, you don't have to let them ruin the entire event. With creative backup venues, modifications, and real-time flexibility, you can adapt to whatever the weather throws your way.
The most successful events strike the right balance between diligent preparation and spontaneous problem solving. Follow the tips we've outlined here, from investing in protective structures to monitoring the forecast carefully, to giving yourself the tools to handle weather changes seamlessly. Your guests will be impressed with how smoothly you roll with the punches. With a cool head and a little ingenuity, weather woes don't have to spell event disaster.
If you are interested in organising a networking event for your business, the Chambers offer you the chance to make smart connections for you and your company. A successful Networking Breakfast, for example, can help you raise your profile, meet new customers and suppliers, develop your knowledge, explore new ideas, find investment, establish partnerships and build a presence in other markets.
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