Your outdoor charity gala faces unexpected weather. How do you calm nervous guests and save the event?

This process is fully described in the ANSI ES1.7-2021 Event Safety Requirements - Weather Preparedness Let's define "unexpected weather" as a weather issue on event day. In the days prior, your weather prediction service will have given you the information you need to make event relocation decisions. On the day, your weather action plan (WAP) should have a trigger chart for each event space outlining what steps to take and when. For example, a line might read: "Wind at 20-25 mph -- land hanging hardware, lower or secure canopies, implement attendee relocation plan to indoor space using announcement #3." Reminder: you are (probably) not a meteorologist, and you looking at an app on your cell phone won't hold up if you end up in court.

I recall planning an outdoor team-building event when unexpected bad weather threatened to disrupt our plans. Fortunately, we had already prepared a Plan B for such situations. We quickly implemented the backup plan, which involved relocating our attendees to an alternative venue. Thanks to this preparation, we were able to smoothly transition the event and ensure everything went off without a hitch. The event ended up being a success, proving the importance of having a contingency plan in place.

Always have a plan B for bad weather - a marquee, an indoor venue to switch to etc. Fail to plan, plan to fail! (Min Char limit - why?)

Create the space that gives weather few opportunities to be a factor: 1. Event tents that can be enclosed, front, back and sides 2. Raised flooring inside the tents 3. Golf umbrellas available at entry/exit 4. Baskets of cozy wraps for chilled guests 5. Baskets of flip-flops for people worried about expensive shoes 6. Covered walkway to 'executive' portable washrooms and finally have staff/volunteers who are able to ensure comfort of guests.

Will provide maps or signposts and ensuring that all key areas are clearly labeled to help guests flowing around the event. Should the weather turn on suddenly . It will help reduce crowds and chaos as guests rush to get out of the rain .

Make an announcement acknowledging the weather. Calmly explain that the team is managing the situation and that guest safety and comfort are the top priorities. Use positive language to assure guests that the event will continue smoothly. Highlight any backup plans in place. If there’s a nearby indoor venue or covered area, guide guests there. Ensure signage and staff are in place to direct them. Set up tents, canopies, or umbrellas if relocation isn’t possible. Ensure everyone has access to shelter. Adjust the timing of activities, such as moving up the dinner service or entertainment, to keep guests engaged while the weather passes.

Don't walk fast. Don't talk loudly. Don't argue. Don't make conflict with others. It's very important to follow these 4 hints during an event you are running. Even in messed up situations.

The advice about communicating calmly and clearly during bad weather is spot on. To add to that, it’s also essential to keep your guests informed about any changes well in advance. By providing regular updates through email or social media, you can prepare your guests before they even arrive, reducing potential anxiety. Once on-site, clear signage and staff positioned at key points can further guide and reassure them. Combining calm, in-the-moment communication with proactive updates creates a seamless experience, ensuring your guests feel safe and well-cared-for throughout the event.

Even in high-pressure situations like unexpected bad weather, your response tone should be cordial. When guests see you handling the situation with calmness and clarity, it helps to mitigate any anxiety and maintain a sense of order. Clear communication is key—using tools like microphones or megaphones ensures your message reaches everyone, reducing the risk of misinformation or panic spreading through the crowd. Having a go to person helps with questions that may arise during the event. They can answer individual questions, direct guests, and provide updates.

Outdoor event planning should always include a bad weather plan B. Most recently, I faced a similar challenge. We had tenting set up for outdoors and we had a nearby indoor with enough guest seating to accommodate. When the weather turned, it was a smooth transition and the event was still a success.

Your outdoor charity gala is facing unexpected weather ..hm . In most cases, there is no way to quickly move it to another venue. But if you prepare - you can still have the great event. First, provide people with temporary shelters (prepared and mounted beforehand) because this is a gala event - make sure you have umbrellas, lots of umbrellas. This sounds silly - NO, your gala, your impression. People will attribute your care and pay much less attention to the weather, of course if it is not a storm.

Any great outdoor event should include an indoor activation, or large covered area(s). Even beautiful sunshine we need shade from! I would ensure that the indoor activation/covered areas has a capacity large enough for all guests to occupy in the event of inclement weather. Ideally, shelter areas would be obvious and abundant, and guests would seamlessly head for cover.

Know your people and leverage your brand! Some of my favorite events (including our wedding) could have been "ruined" by bad weather. Act fast and double down on what matters. Are you a family-driven company? Create a Puddle-Jumpers Party and invite children and parents to compete together. Do you value decisiveness and clarity? Quick coordinate top stakeholders and send a firm, clear, fast message changing the plans and addressing the top 5 concerns with an event hotline for the rest. Lean in and ask "what's the real win here?"

Swift action is the hallmark of a well-planned event planner. Once you've communicated the situation, enacting the contingency plan promptly is crucial. This would help your guests keep calm. Each element of the plan is necessary for a successful event. The efficiency and coordination of your staff are key here. When they understand their specific roles within the contingency plan, it prevents confusion and allows for a seamless transition to the new arrangements.

If unexpected weather threatens your outdoor gala, calmly communicate, swiftly move guests to covered areas, and adapt the schedule or activities as needed. Offer comforts like Umbrella's blankets or hot drinks. And always have a Back Up Plan location when hosting outdoor events.

Making sure guests are comfortable is crucial, especially when dealing with unpredictable weather. Offering items like blankets, hand warmers, or fans, along with warm or cool drinks depending on the conditions, helps keep everyone at ease. Small details like these show care and planning, ensuring guests enjoy the event no matter the weather.

Any credible event planner has a Plan B and a Plan C. Whether already having an indoor location reserved that's part of the outdoor event, or already having a large tent in place, or having ponchos, umbrellas, and wellies ready to go, the more experienced the event planner, the more elaborate the backup plans will be so that guests don't even realize that the backups are activated.

No matter what the weather is or will be ensuring comfortness is a must. All of the attendees must feel at home and must feel welcomed and priortized.

I would launch wet dress competition, dancing in the rain and test to see which food retains its flaivours best when covered in water

I always have a Plan B - an indoor option. If we see the weather could be bad, we go ahead and move it indoors before it starts so the event is not disrupted and guests are comfortable.

En México existe una creencia de que enterrando un cuchillo al revés se evita un aguacero o una tormento, invitar a los participantes a enterrar cuchillos y hace cantos como "San Isidro labrador, quita el agua y pon el sol! o algún otro baile tipo piel roja para alejar el temporal

Ensure your event’s entertainment stays on track by having a backup plan for musicians or speakers to perform in a sheltered space if unexpected weather strikes. Embrace the situation by incorporating the weather into the program, like an impromptu rain-themed song or a lighthearted story. Adapting creatively can transform a potential setback into a memorable highlight of the gala.

You could have umbrellas or rain ponchos on hand for guests and icorporating weather-appropriate refreshments, like warm drinks if it's cold, or light snacks if it's rainy, can also enhance the experience.

Plan B. Always have a Plan B! Weather change happens all the time, this should be part of your risk management strategy from the start. If you know your location has crazy weather patterns, be ready for them. It’s not uncommon and should not be a surprise. Plan for a tent, plan to go indoors, have extra water/ice, get handheld fans if it’s hot. Have umbrellas or ponchos for rain, etc. Make it fun and let people know your plans so they are set up for a successful event. If you plan ahead you can handle pretty much anything and if you communicate effectively, no one will be surprised or thrown off. And in some places, just wait 20 minutes and the weather can change again!

The best way to build trust and confidence with your client is to make sure your weather plan is as thorough as your original plan! Provide the client with detailed floor plans/layouts for your indoor option. Consider every element, installation, and activation. Where will items be placed and how will placement affect flow and attendee experience? This allows you to consider alternatives for larger elements that may not easily fit indoors and lets the client see that you are thoughtful of making everything they paid for work despite conditions. Explore with the venue their process and drop-dead time for decision making and set a schedule for weather forecast check-ins. Then communicate all to the client in advance to manage expectations.

With technology these days, sending mass text messages with updates is crucial! Easy to set up, cost effective and I really don't know anyone who doesn't have a phone, and if they don't, you can rest assured the people they are with will have one!