April showers bring May flowers, but April showers can also ruin an event’s vibe. So be sure to have a rain or contingency plan. Here some things to think about when creating your back-up plan if you are hosting an event outside.
Rain, wind and extreme temperatures can all disrupt your outdoor event plans. Hope for the best and plan for the worst. Always check the weather forecast 7-10 days prior to start preparing. This will also allow your event vendors to also prepare accordingly. As you get closer to the event date, make adjustments as need.
If it’s going to rain, make sure the guests are covered. If it’s too windy make sure your decorations and tents are anchored well. If it’s too cold, make sure your guest will be warm by getting some outdoor heater. If it’s too hot, make sure to keep your guests shaded and cool so no one passes out from heat stroke.
Don’t forget the decorations, food & gifts
Floral decorations can also get ruined in extreme temperatures. And, if you have chocolate in the gifts or for dessert, make sure they won’t melt in the heat.
Outdoor events can also bring around those pesky bugs. Plan for bug spray. Too much sunlight? Guests will appreciate the sunscreen and some shade.
In case your outside event might be too risky to host outside, have a back-up venue ready. Shield your guest from the weather and be sure your vendors can still be successful in the space. (Example: Making sure you DJ still has access to power.) Also, keep in mind that a tent may be good to keep the rain out, but if it’s too windy, it may not stay grounded… Believe me we’ve got stories!
Remember, there’s no way to prepare for everything, but being prepared can help keep you and your guests comfortable and calm.