Weather planning and contingencies for outdoor events
Severe weather planning protects safety and investments. Build robust contingency plans that include alternative venues, communication chains, and insurance.
Planning checklist:
- Monitor forecasts and set decision deadlines for delays, postponements, or cancellations.
- Identify nearby indoor backup locations or rescheduling options.
- Create evacuation plans, shelter-in-place locations, and clear communication scripts.
Onsite logistics:
- Secure tents and structures to industry standards and avoid using them in high winds.
- Keep emergency kits, sandbags, and backup power available if feasible.
- Train staff on weather response roles and communicate with local authorities for alerts.
Communication:
- Inform attendees ahead of time about weather policies and how they will be notified.
- Use multiple channels (email, app push, signage, PA announcements) for timely updates.
Insurance and contracts:
- Purchase weather insurance if financial exposure is significant and review force majeure clauses with vendors.
Proactive planning and clear communication reduce risk and help attendees respond calmly during weather events.