Weatherproofing Your Event in 7 Easy Steps

We asked the experts over at The Events Structure if they had any advice for weatherproofing your events. There's nothing worse than planning the perfect product launch or summer party only for the weather to rain on your parade.

The success of an outdoor event often depends on elements out of an organiser's control. Months of event planning and massive amounts of marketing budget can come down to a simple weather forecast. And as the British weather can be all too temperamental, it's essential to prepare for all types of weather. Here are seven golden rules to plan for an all-weather event, to ensure a successful day come rain or shine!

1) Have a Plan in Place

Weather can spoil even the most high-budget of events, so it's wise to be prepared with a backup plan. Should the event depend on good weather, it's beneficial to organise alternate activities that will entertain and engage guests, even when a downpour is on the agenda. When it comes to serving food and beverages, choose practical and, more importantly, disaster-proof. Opt for snacks and drinks that can be enjoyed without the need for cutlery.

2) Consider the Event Structure

Finding the perfect structure for your event is essential when organising an outdoor event. A strong structure prevents the wind from causing harm while a waterproof solution will prevent water damage. Whatever the event structure, it must be anchored and secured.

3) Map Out the Logistics

To prevent operational challenges, it's crucial to meticulously plan every aspect of the event's logistics. Ensure a comprehensive mapping of all components involved in the outdoor event to secure seamless coordination. This includes considering the transportation of equipment, assessing the need for trackways to safeguard vehicles against terrain damage, and accurately estimating the setup time required. Such thorough planning will not only streamline the event setup but also minimise potential disruptions, ensuring a smooth execution.

4) Accommodate Attendees

Ensuring the comfort and accommodation of attendees regardless of weather conditions is paramount. Guests will value the provision of shelters during rain and the availability of comfortable outdoor seating when the sun is shining. Your event structure or venue must be not only practical but also visually appealing and easily identifiable, come rain or shine. Effective branding and clear signage play a critical role in making your venue stand out and easily navigable in all types of weather. Hiring a shelter may increase the overall marketing budget for the event, but you will be able to maintain profit margins whatever the weather.

5) Look After Promotional Staff

If hiring promotional staff, ensure they're motivated and empowered to keep the event running smoothly in all weather conditions. Consider providing umbrellas and raincoats during wet conditions, warm hoodies and heaters during colder conditions, and sun hats and water bottles during warmer conditions.

6) Follow Health and Safety

Your event must follow all health and safety protocols. Implement comprehensive measures to prevent potentially dangerous situations before they arise. This includes training your staff to respond promptly and efficiently to any incidents, ensuring they can manage emergencies with the necessary urgency. By proactively establishing a secure environment and equipping your team with the tools and knowledge to handle unforeseen problems, you'll create a safer experience for all participants.

7) Think About Powering Your Event

Ensure you have enough power supply to support everything from lighting and sound systems to heaters (if needed). It's crucial to account for the event's size and technical demands to avoid shortages on the day. Make sure your power setup is also weatherproof and safe, capable of functioning reliably under any conditions. A well-thought-out power strategy not only prevents disruptions but also contributes to the safety and enjoyment of your attendees, setting the stage for a successful event.

With a well-thought-out plan and an all-purpose structure, bad weather doesn't have to ruin your summer parties! The Events Structure offer a range of portable and temporary event structures; from exhibition trailers and roadshow trucks to event shipping containers, there's a solution to accommodate all events, no matter the weather!

Author

Gemma Baker

Gemma loves all things social media and keeps busy by creating lots of Hire Space content. When she’s not creating content, you'll find her shopping, exploring or at the gym!

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