Frequently Asked Questions

Common Questions Event Planners Have About Weather

What should I do if bad weather is forecasted for my outdoor event?

If bad weather is forecasted, the first step is to activate your weather contingency plan. This might include moving the event indoors, setting up tents or other protective structures, or rescheduling the event. Monitor weather updates closely and communicate any changes to your clients, vendors, and guests as early as possible.

How far in advance should I start monitoring the weather for my event?

Start monitoring the weather as early as two weeks before your event to get a general sense of potential weather patterns. Increase the frequency of monitoring as the event approaches, with daily checks during the week leading up to the event and hourly checks on the event day itself.

What should I include in my weather contingency plan?

A weather contingency plan should include alternative venues or locations, a backup schedule, clear communication protocols, and emergency procedures. The plan should cover different weather scenarios, such as rain, extreme heat, cold, wind, or severe storms, and outline specific actions to take for each situation.

How do I communicate weather-related changes to my clients and guests?

Communicate weather-related changes through multiple channels, including email, text messages, social media, and event apps. Be clear and concise in your messaging, providing details about the new plan, any changes in venue or schedule, and instructions for guests. Make sure to send updates as soon as decisions are made and follow up closer to the event.

Is it worth getting event insurance for weather-related risks?

Event insurance is highly recommended, especially for events that could be impacted by weather. Event cancellation insurance can protect you from financial losses if your event is canceled due to severe weather, while weather insurance can provide payouts if specific conditions like rain or snow affect your event. Review the policy carefully to ensure it covers the risks relevant to your event.

What’s the best way to handle unexpected weather changes during the event?

The key to handling unexpected weather changes is flexibility and preparedness. Have a designated point of contact to monitor the weather and make quick decisions. Keep guests informed through on-site announcements or messages, and have all necessary supplies on hand, such as tents, heaters, or fans. Ensure that your staff knows their roles in executing the contingency plan.

How do I choose the best date for an event to avoid bad weather?

To choose the best date, research historical weather data for your chosen location and consider the typical weather patterns for that time of year. Avoid scheduling events during known high-risk periods, such as hurricane season in coastal areas or peak tornado season in the Midwest. Consulting long-term weather forecasts can also help guide your decision.

What should I do if a severe weather warning is issued during my event?

If a severe weather warning is issued during your event, prioritize the safety of your guests and staff. Follow your emergency plan, which might include evacuating to a designated shelter or moving the event indoors. Communicate the situation clearly and calmly to everyone involved, and stay updated on the weather situation until the threat has passed.