As an company event planner, there are only a few things that you can control such as the lighting, the security, and the activities at the event.
However, you cannot control the weather and there are going to be times where it will not cooperate with you. How are you going to make sure that the event goes on despite the bad weather? Here are some tips:
1. Bring Those Covers
There is lighting and stage equipment like speakers and microphones that cost quite a lot and it really doesn’t like any water at all.
Whenever a heavy downpour occurs, you run the risk of having these gears go to waste because they will be destroyed when it comes in contact with a lot of liquid. That being said, you can prepare for such bad weather conditions by bringing suitable water-resistant covers.
They are relatively cheap and you can buy them at different sizes perfect for equipment protection. If you’re going to have an outdoor event like a music festival, for example, you can ask the venue liaison to help you install some huge tarps to somehow mitigate water damage not only to your gears but also to your guests as well.
2. Have a Contingency Plan
In case that the event goes awry probably because the weather is too bad or due to other factors such as fires and riots, you have to make sure that you come up with a contingency and evacuation plan.
It is best that you study the blueprint of the venue so that you will know where the emergency exits are. Plot a course for people to follow so that they can access these points with relative ease.
You have to give a short briefing to your team so that they can help event-goers in case some troubles arise. Also, inform the security personnel so that they can help with the evacuation efforts as well.
3. Think of a Backup Location
Always have a backup location. I know this is not possible all the time, but again, you cannot control the weather to cooperate with you.
Come up with a backup location that is just near the original venue and talk to the manager beforehand about certain plans, in case something goes awry at the original venue.
Furthermore, when it comes to weather events, it is best that you look at the forecast even days before the occasion so that you will come prepared to face the worst.
I know that this can be hard, especially if you’re on a limited budget, but the safety of your attendees as well as your equipment is one of your top priorities and you have to make sure that everyone is safe.
One of the things that event planners have to think about is the upcoming weather. Sometimes, it doesn’t cooperate with you and since you’re not able to control it, all you can do is just prepare for what’s to come.