Preparing outdoor events for weather risks
Weather contingency planning reduces last-minute chaos. Have backup indoor spaces, rain dates, or protective infrastructure like tents and covered walkways.
Contingency checklist:
- Monitor forecasts and share updates with stakeholders in advance.
- Arrange shelters, heating or cooling equipment, and non-slip flooring for wet conditions.
- Have a clear cancellation or delay policy and communicate refund approaches.
Operational tactics:
- Secure permits for contingency setups like tenting and generators.
- Prepare vendor and staff instructions for rapid transitions.
- Keep emergency supplies (tarps, sandbags, first-aid kits) on hand.
Proactive planning and transparent communication build trust and ensure safety if weather forces changes.