We may not be able to control Mother Nature, but we sure can be ready for her! Every event organizer’s most unwanted party-crasher is bad weather. So, what steps do you need to take to prevent bad weather from raining on your event?
Remember the golden rule of event organizing: You must be organized--hence the title "Event Organizer"--and you must plan ahead! You cannot go into it thinking that everything will be OK and will work out as planned. If you’re going to have an outdoor event, think about rain, wind and any other bad weather situation that can turn your event into a disaster.
Let’s say it starts to rain in the middle of your event, or a strong gust of wind comes out of nowhere. What do you do? How could you prepare for this? Here are a few tips:
- Think tents: Tents are a best way to protect against unforeseen weather and having to switch your guests to other locations. Make sure you have heaters or air conditioners as back up just in case it gets too cold during the event or too hot. You want your guests to be comfortable and have a great time.
- Stock supplies: Have umbrellas, blankets and scarves on hand for guests. These items will be great to have just in case it begins to rain, or to keep guests warm.
- Arrange for alternate space: Make arrangements in advance for use of indoor space. If there is a clubhouse nearby, make sure that you have it set up just in case of inclement weather.
- Be mindful of mud: Try to avoid venues that have a lot of dirt, because if it starts to rain, that dirt turns into mud. But if you have no other choice, wood chips and hay are very helpful tools to use. Spread the wood chips and hay on the ground so your guests won’t get muddy.
- Beat the bugs: Have candles on hand that are insect-repellants and scent-free. This helps you get rid of unwanted bugs such as flies and mosquitoes. Torch smoke is said to be a good tool to use for those pesky bugs as well.
- Teach the team: If the weather starts to go crazy before the event even begins, make sure your team is on board with your backup plan. Everyone must know what he or she needs to do and where he or she needs to go. You cannot have them running around clueless. Remember; keep calm and be organized!
We can’t control the weather but we can certainly be ready for it. Happy planning!
Lynn Yeldell is an MBA graduate of the University of Texas at Austin. She is the CEO at Ticketbud.com, an online event ticketing company that allows users to manage and sell tickets to their events without fees. She enjoys being active in the Austin event community and is a self-proclaimed social media addict.