You have an event planned — from something as simple as a party in your backyard to a year-in-the-making outdoor wedding. Whatever preparation you put in automatically goes down the drain if you don’t anticipate the forecast, accommodate your guests and adapt the event to suit the day ahead.
So you’re not caught off guard (and your guests aren’t thinking about going home), here’s what you can do in case the weather doesn’t cooperate.
Track the Forecast
Check in the days leading up to your event and on the day of. Keep note of any developments with an app on your phone. You never know when rain will hit — or a snowstorm will suddenly make the roads slick — so have an idea about what to expect ahead of time and react accordingly.
Have a Plan B Ready
We don’t entirely mean suddenly starting up an entirely new event. Rather, for your guests’ sake, think about which aspects can transition indoors or under some kind of shelter:
Have a plan for how guests will come from outside into your venue or home. Consider setting up a large, sturdy canopy or tent, especially if it’s a dressy, upscale occasion.
If the event is scheduled to be outdoors for most of the day, have a few tents ready for guests as shelter from the sun and rain.
If the event is more casual in nature — for instance, a barbecue held outdoors — develop a second set of activities your guests can enjoy from indoors, and plan food that you can eat in both locations. In this instance, you don’t want to be stuck serving sides from the kitchen.
To anticipate these scenarios for a more planned event:
Reserve an indoor-outdoor venue, like a golf club or other facility with enclosed event spaces that can accommodate your party. All guests should be able to easily congregate indoors or outside.
If you’re strictly considering outdoor spaces, rent a party tent that’s large enough for all guests to comfortably sit and dine in the shade, as well as any entertainment you’re hosting and catering. As a tip, never wait until the rain falls to set up your tent: have the structure ready to go, rain or shine.
Don’t forget about equipment. From serving equipment to chairs and tables to whatever the DJs bringing along, make sure your setup fully protects the supplies you’ll need to keep the event going no matter the weather.
With the order of events scheduled, give yourself some flexibility to rearrange the day if and when a storm hits. You don’t want to keep guests waiting.
Have some protective gear for your guests. If the affair is particularly dressy, consider supplying your guests with umbrellas or rain ponchos to keep their clothing dry.
If you notice a change in the forecast days ahead of the event, let your guests know about your alternative plans. In this case:
- Inform them if the party’s location has changed, be it a different hall or your home instead of the park.
- If you anticipate a storm but it doesn’t look like an absolute occurrence, give them a head’s up to bring their own umbrellas or clothing more appropriate for the conditions.
- If you have to cancel, send out an update to everyone at least a day in advance. If you decide to reschedule, let them know when and where, giving your guests some time to RSVP again.
Rain or shine, winter or summer, bring your event to life with American Carnival Mart. Get the character down with our array of event and themed decorations, and let us bring the fun with our carnival supplies. We offer wholesale pricing and are ready to answer your questions with one-on-one personalized customer service.