Planning an Event Around the Weather

By Ross | 1 Entertainment on Feb 22 2021

Things to Keep in Mind So the Party Can Still Go On...

It would be nice if every event we planned was able to have perfect weather without the fear of rain or wind impacting the event, but we do not live in a perfect world. Party planners must address weather concerns and plan events around them so the party can still go on. If you are planning an event of any type, you will want to keep these tips in mind to help you plan around the weather.

Choose Your Venue Carefully

Events are planned months, sometimes years in advance and there is no real way to plan for inclement weather apart from just a few days before and even then, the forecast can be wrong. An indoor venue offers the best chance that rain will not impact your event. However, finding a venue that can hold the right amount of people can be a challenge. Some venues offer an additional rain day and if your event is flexible enough, this might be an option for you.

On the other hand, if your event is strictly for that date and there is no room for a rain day, you might want to ask the venue about alternative shelter options. Marquees hire in Essex and surrounding areas can provide endless space you need regardless of weather. Marquees, can be set up virtually anywhere, and unlike a traditional tent, are actually structurally sound, so no need to worry about wind becoming a factor. Marquees are ideal for weddings, corporate events, parties, and most other events. They come in a wide range of sizes, so no matter how much space you require, you can have all you need with a convenient, easy to set up Marquee hire Kent.

Rainy Day Photos Might Not Be a Negative

Sometimes, the rain can be annoying, but photographers throughout the world have learned how to adjust their picture taking to fit the weather conditions. Your event, especially in the case of a wedding, needs at least some outdoor photos and embracing the rainy conditions can be remarkable for a unique photo op. Employ ponchos and beautiful umbrellas to help take your photos to the ultimate level. Rainy day photos can be some of the more beautiful photos around, so the rain does not have to ruin your day.

Strategic Planning from Staff

Often, rain strikes at the worst moment when the event is already in full swing. If this happens, you need to have a plan in place and ensure everyone knows where to go and what to do. Staff members should have specific areas they are to go to and help move electronics, chairs, and anything else to a dry space. Planning like this will enable you to have a handle on the situation should the weather not cooperate.

Know the Refund Policy

Refund policies are there for a reason. Unfortunately, many event venues do not provide refunds for bad weather conditions. You need to be clear about the refund policy and understand it completely. Most venues, however, work with guests to ensure the party will continue to go on in the event of bad weather, so be sure to ask about alternatives and additional spaces for guests should the rain begin to fall.

Protect Technology

Technology is essential for a modern event. Specialized lighting effects and music make any event even more special, but electronics and moisture do not mix, so if the rain begins to fall on your event, the first thing you should protect is this vital equipment. DJs for hire in Essex tend to bring their own equipment with them to an event and are largely responsible for that equipment, but if your event is going to be outside, consider providing a covering in the form of a Marquee or tent over the DJ. It does not cost too much and your DJ will appreciate the fact that their equipment will remain safe regardless of the weather.

Events must go on and this year, they are especially important as so many had to be cancelled last year. Take the time to examine your venue and understand ways to weather proof the event. Even if there is a rain day available, it is in your best interest not to use it if you can avoid it. Your guests plan for your event, so you need to plan for every possible issue that might arise on that special day. Rain does not have to cancel your event with these tips.