How to Prepare for Unexpected Weather at Events

As event producers, we always hope for perfect weather—but Mother Nature often has her own plans. With spring on the horizon, it's crucial to prepare for everything from lingering winter chills to unexpected spring showers to unseasonably warm days. 

Here's how to keep guest comfort and happiness at the forefront—ensuring that even if the weather doesn't hold up, your event's success will.

1. Always have a plan B (and C!)
The cornerstone of any weather-prepared event is, of course, a solid backup plan. Make sure you understand all weather decision deadlines, and plan layouts and seating arrangements that can be easily adapted to different spaces. Keep communication lines open with your venue and vendors to quickly implement changes if the weather turns.

For outdoor events in particular, ensure you have access to an indoor venue or a well-secured tent as an alternative. Our advice? Even if the forecast calls for sunshine, outdoor events should have a budget set aside for any weather contingency. Sometimes that means buying umbrellas and ponchos that can be returned—because having a plan is always better than searching for hundreds of items at the last minute! (Trust us. We’ve been there!) 

2. Weatherproof your space
Throughout the planning stages, review possible weather scenarios with all key team members, and consider the guest experience from every angle! Some things to think about:

• Wind: Secure all structures, signage, and decor to withstand gusts. Consider weighted bases for freestanding items and wind-resistant tents.

• Rain: Provide canopies or umbrellas for areas susceptible to getting wet. Ensure proper drainage to avoid water accumulation in guest areas.

• Cold: Offer heating solutions like patio heaters or enclosed tents with portable heaters. Providing blankets, hand warmers, or hot drink stations can be a cozy touch.

• Heat: Use misting fans, handheld fans, shaded areas to keep guests cool, and set up plenty of water stations to ensure everyone (including your staff!) stays properly hydrated. Opt for lighter fabrics and colors for tents to reduce heat absorption.

Some other tips? For indoor events, ensure your entries and exits are protected from the elements. Offer cushions on seats that can retain heat or cold, and—depending on the event space—consider offering amenities like sunscreen or insect repellent. These types of personal touches can make all the difference.

3. Carefully research your location
Don’t just plan for the obvious; really dig into the specifics of your event’s venue, location, and time of year. Chat with the venue folks and local vendors who understand the area’s quirks, and prep for everything from travel delays to freak weather flukes.

Early in the planning process, designate key people who will stay informed and are empowered to make quick decisions regarding weather-related changes. These people should also be prepared for a weather-related emergency by having contact information for law enforcement, security, medical staff, and more. The last thing you want when an emergency breaks out is confusion over who’s calling the shots. 

Keep guests informed about potential weather issues and how you're prepared to handle them. Use your event app or email updates to provide weather forecasts, dress code suggestions, and changes to the schedule or venue. Being upfront about what to expect helps build trust—and importantly, can help keep guests safe during weather-related emergencies that might require evacuations or shelter. 

Choose a menu that suits the expected weather conditions. For colder weather, warm, comforting foods are ideal—everyone loves a hot chocolate station!—whereas lighter, refreshing options work best for hot days. (Be sure to think about how food will react to the hot sun, too!) Ensure your catering team is prepared to adjust serving times and methods to coincide with any weather-related schedule changes.

7. Understand your insurance policies
Verify your event insurance covers weather-related cancellations or damages. Understand your contracts with vendors and venues concerning weather issues to avoid last-minute surprises regarding fees or cancellations.

8. Leverage technology
Use weather-tracking apps to stay updated and make informed decisions. Also, consider live streaming as an alternative for guests who can’t attend due to severe weather. 

Looking for an experienced event production team that can handle whatever Mother Nature throws at you? Let’s connect.