Mother Nature – beautiful, glowing, and awe inspiring, but this isn’t always the case. As we have seen in the news lately she can cause destruction, delays, and hazards. Weather is one of the most unexpected obstacles to events that can cause troubles any time of the year in any location of the world.
So when you are planning an event, how do you protect yourself against this event villain? There must be some way to defend yourself when attendees or speakers flights are cancelled or your event space is closed. Luckily, we have some tips for you to follow to help secure your event during inclement weather:
1) Have a backup plan
For outdoor events this is a MUST! Whenever we plan a corporate show for 2,000 or a wedding for 200 and an outside space is involved (even in a place where the rain or wind is seldom present) we have a backup plan. We have even gone as far as completely setting up two different locations to ensure the show would go on. Our back up location was never used and did cost extra to set up in additional equipment, man power, and, space rental but the show HAD to happen on that day. There were no options for cancellations or rescheduling. Therefore, the backup plan was in place well before the event happened.
2) Bring in key players early
Speakers and talent are often times the focal point of your event – spend the extra money to bring them in early. Plan to have them there at least one day in advance, especially if you live in a region where the weather is unpredictable. This allows you another day to figure out how to get them there from a much closer location.
3) Have backup dates for rescheduling
We understand that rescheduling is the last thing you and anyone else attending or involved in the event wants. But in cases like the popularly named “Snowmaggedon 2015” currently hitting the east coast, everything was shut down and even attendees couldn’t make it to any events in the area. It doesn’t hurt to have a backup date, especially in the winter or hurricane season.
4) Discuss your cancellation policy with all involved
When it comes to contracts you are signing with your speakers, venue, the bands, and other vendors, make sure you discuss what the procedure is up front and not after the cancelled event. Most companies are interested in preserving the relationship you have and will work with you to help accommodate a switched date. Just keep in mind that they might experience lost revenue as well if your event doesn’t happen on time. If food and floral costs among others still need to be paid you should ask for a credit toward future events.
5) Identify who is in charge during such occurrences
During the planning process make sure you identify who will be making the call to cancel or continue the event and what is the latest possible time to make the call. For example, we work with a facility that has an outdoor space for events. It takes four or more hours to set up the space before the event. They require that the weather call is made 24 hours in advance. If the weather is looming during outdoor events, it is best to bring it inside!
6) A note on high winds
High winds can wreak havoc. Those in the event business are likely aware of a few events involving wind issues that have been in the news over the last few years: blowing down of temporary roofs on concert goers and bounce houses that flew away with kids inside. These disasters are not worth the risk of a temporary inconvenience – If you think there is any chance of high winds, move the event inside!
Sometimes Mother Nature takes us by surprise and whips up an unforeseen weather emergency; when she does, act fast to ensure the safety of your guests. If you have a plan in place, you won’t waste critical moments trying to figure out what to do. It will be second nature.
