Rain or Shine

Outdoor events; concerts, festivals, 5k or 10k races, carnivals, open air markets. Those who plan events have very different feelings about outdoor events based on where they live or which part of the country their event is in. Planning for an outdoor event when you also have to have contingency plans in case of inclement weather, basically means you are planning more than one event simultaneously. 

For example, I live just outside Chicago, Illinois. Some of you may have just cringed. Yes, it is possible to execute a successful event in Illinois, it just takes a lot of planning and creativity. When planning for an outdoor event in Illinois, you need to have a contingency plan for rain, snow, tornado, hail, flooding, extreme heat, humidity, and frost. And this could all be in the month of April!

In my blog “Out Standing in a Field” I talked about some of the logistical challenges of planning an event outdoors, specifically in a farm field. Below are five things to consider when contingency planning for an outdoor event in an area where weather may be a factor. (Sorry Southern California, this blog may not be all that relevant, but it certainly will be entertaining!) Keep in mind, each of these may need to be modified for your specific situation, these are just ideas and each one may or may not fit within the goals and objectives of your event.

Cold. Of course you need to be smart when it comes to the temperature. Depending on what type of event you are having, people start to get uncomfortable, even when bundled up, at around 40 degrees Fahrenheit (at least in Illinois). Throw in humidity and it gets bone chilling pretty quickly. Outdoor heaters or tents with sidewalls are practical things you can do to make the attendees more comfortable. Offering branded stocking hats or scarves as your event giveaway could also be an option to make the cold work to your advantage.

Rain. Depending on the temperature, some people don’t care if they get wet. They’ll attend your event no matter what. But for those who might melt, consider an alternate location indoors that will fit most of your attendees like a large tent, school gymnasium, or theater. If you are holding the event rain or shine, be sure to communicate that the event is happening regardless of weather and people should come prepared to get wet. An umbrella or a baseball hat might make a good event giveaway on a rainy day.

Extreme Heat. This one could be dangerous if not handled properly. Remember the Chicago Marathon in 2007? So many runners, spectators, and volunteers succumbed to the heat. They called off the race for the first time in its 30-year history. When dealing with the heat, and in the case of a race, you may lose this battle. If a different type of event is planned, you may be able to move to an indoor location, offer shade with a tent, or provide cooling buses. Communication around this event is critical. Consider handing out water bottles as the event giveaway and making cool water available.

Tornado. This can be very dangerous and unpredictable. If this is even on the table, definitely someone on your team’s only job must be watching the weather. There needs to be a plan in place for evacuation of the attendees, production crew, staff, and vendors (as applicable), and all related equipment secured or torn down so it is not damaged or blown away. And, if there is not enough space in storm shelters for every attendee, this is a deal breaker. Game over friends. Reschedule.

Snow. Perhaps if you are offering a Christmas concert or sleigh rides, snow might not be a deterrent, however, depending on the amount of snow and how close it comes down to the start of your event, the roads may be too dangerous for your attendees or staff to drive on. Consider the safety of those who need to make it to the event location. If proceeding, ensure you have a clear communication plan so everyone arrives safely and dressed appropriately for the weather.

Again, different places around the country will handle weather scenarios differently, and based on the type of event you are hosting, weather may be something you are hoping will happen. Just keep in mind that if you are planning an outdoor event where the weather will negatively impact your outcome, contingency plans needs to be made.

Have you experienced a weather-related scenario for an outdoor event you planned? Share it with us or email me! I’d love to learn from your wisdom!

Share this blog on you social media and let’s spread the knowledge gleaned through
years of event planning with others!

Visit tracybaer.com for more resources!