Monsoons have started, and the weather has become really unpredictable. It’s a fine sunny morning and all of a sudden, it becomes cloudy without any warning. Planning an event in such inclement weather conditions can be a risk.
In this situation, postponing the event doesn’t make sense as there is no guarantee that the weather conditions on the next date that you choose would be suitable for the event. But what is event planning if there aren’t minor hiccups that can be curbed?
While rain in monsoons are unpredictable, we can take steps in the event planning process to ensure that its effects can be minimised. Given below are some event planning tips that you can employ to ensure that bad weather doesn’t rain on your parade (or any kind of event you’re hosting).
Providing Disclaimer Before the Event
If you have planned the event and are set to put invites or print posters, it is wise to put a disclaimer for the attendees on them. This will ensure that they come prepared in case the weather decides to change its mood.
It is also important to inform them that in case conditions get fierce, there is a chance that the event will be cancelled.
This will also ensure that less number of guests call you for their queries at the last moment, while you’re focusing on execution of the event.
Research and Planning
It is essential to do a proper research regarding the weather forecast and plan your event accordingly. For instance, if the forecast says that there are chances of light rain around 4 PM, you should give the buffer time of two hours and start the event at 6 PM.
It is also imperative to lay-out a proper plan for the entire event including proper evacuation to ensure that pandemonium and hullabaloo can be minimized. This can easily be done with the help of an event planning software. Informing the guests about the evacuation plan prior to the initiation of the event makes the whole procedure more organised and systematic.
Selecting the Venue
Choosing a suitable venue is the most important step towards ensuring the smooth execution of your event. During rough weather conditions, an indoor venue is most suitable so that even if it rains, the event doesn’t get interrupted.
Sometimes the turnout estimate is too large to fit in an enclosed venue such as auditoriums and theaters. In such cases a venue with proper set up is a smart move.
Always be prepared for a ‘Plan B’. If the estimated turn out is less yet the event is supposed to be an outdoor even, it will be wise to choose a venue which has an indoor facility, in case of a last moment change of plans.
Some events can even be executed in rain, such as jam sessions and music festivals. But it is still important to ensure that the venue remains safe and no electronic equipment is exposed. The venue can be made waterproof by implementing backup plans such as covering the stage with tarps and elevating the stage so that it doesn’t come in contact with ground water.
Coordinating and Communicating
Ensuring that all event staff is on the same page can prove vital for a coordinated execution of plans. Proper sessions and briefing prior to the event can be the key to the execution of a successful event.
During the event, managing the crew with the help of walkie talkies and ear mics can prove to be nifty.
Dividing and assigning specific tasks to the staff in case the weather turns south, can prove to be crucial.
It might be helpful if a staff drill, prior to the event is carried out, so that they get adept with the procedure, in case the need arises.
Sometimes banquet dinners and corporate event planning includes both indoor and outdoor settings. In such cases, ensuring that elements such as buffet tables and bar can be replicated both indoors and outdoors is a wise move.
It is also sensible to shorten the time slot for outdoor events in case there the weather is grey. This will ensure that the attendees can move indoors before the weather turns sour.
In the end, most of the events are about the overall experience and interactions. Most people understand that humans have no control over natural forces. Hence, taking protective measures during event planning and management is the most that anyone can do.