8 Tips for Hosting Successful Outdoor Events in Any Weather

Whether you're organizing a festival, fundraiser, or garden party, the success of your outdoor event largely depends on the weather. Even during the warmer months, unpredictable weather can throw a wrench in your plans. But...

Whether you're organizing a festival, fundraiser, or garden party, the success of your outdoor event largely depends on the weather. Even during the warmer months, unpredictable weather can throw a wrench in your plans. But with proper preparation and a few tricks up your sleeve, you can ensure that your outdoor event is a hit, rain or shine.

Bank on a Backup Plan

Bad weather can completely derail even the most well-funded event, so it's crucial to have a backup plan in place. Expect the unexpected and prepare alternative entertainment options to keep attendees engaged, even if the weather doesn't cooperate. Consider renting portable pavilions or marquees to provide shelter from the rain or shade from the sun.

Marquee with floral bunting Marquee with floral bunting

Know Your Outdoor Venues

Knowing that your chosen location is suitable for your event is just the first step. Plan out the logistics of where everything will take place, including vendor setups and equipment transportation. Clear signposting and maps will help attendees navigate your event, even if the weather takes a turn. Additionally, familiarize yourself with the entire location, including any sheltered spots or areas prone to wind, to minimize weather-related disruptions.

Provide Essential Amenities

While entertainment and catering are important, don't overlook the comfort and convenience of your attendees. Plan for all types of weather by providing waterproof ponchos, blankets, handheld fans, and suncream. Sufficient seating and sanitation facilities are also essential to ensure a pleasant experience for your guests, rain or shine.

Explore Onsite Storage

A waterproof storage solution can be a lifesaver for your outdoor event. Hard-wearing plastic lockers offer attendees a sheltered and secure place to store their belongings or even a change of clothes. They can also be useful for vendors or exhibitors in need of weatherproof storage.

Plan Practical Food and Drink Options

If bad weather is a possibility, make sure your catering options are practical and disaster-proof. Ensure a steady supply of fresh drinking water and food, and consider offering a variety of food trucks to keep attendees satisfied. Onsite vendors should be prepared to offer snacks and hot/cold beverages to keep spirits high, even in inclement weather.

Fish and chips food van Fish and chips food van

Honor Health and Safety Protocol

Prioritize the safety of your attendees by conducting risk assessments and implementing an adverse weather policy. Have first aid kits readily available and provide directions to nearby hospitals. Consider additional medical facilities for larger events or those involving physically demanding activities.

Keep Everyone in the Loop

Effective communication is key to running a smooth outdoor event, especially in inclement weather. Ensure that all staff are briefed on their roles and responsibilities in case of bad weather. Utilize technology such as walkie-talkies or PA systems to communicate with your team and guests. Remind attendees to come prepared for potential weather disruptions, such as bringing raincoats or wearing suitable footwear.

Watch the Forecast

Stay proactive by monitoring the local weather forecast leading up to your event. This will give you a better idea of what to expect and allow you to communicate essential information to your guests. Be prepared to make necessary adjustments to your plans based on the forecast.

Remember, with caution, creativity, and careful planning, outdoor events can still be a great success regardless of the weather. Don't forget to consider event insurance, which can provide coverage for equipment and offer protection against adverse weather conditions. When you're ready to welcome guests, create a seamless event experience with Eventbrite.

Now go ahead and host an unforgettable outdoor event, rain or shine!

1