How To Avoid Costly Outdoor Event Mistakes
One of the most important considerations when planning an outdoor event is Mother Nature; she can completely derail your event – and your budget – if you’re not careful.
The possibility of unforeseen changes in weather is ever-present during outdoor events. You have to be on top of your game to ensure that there are as few surprises as possible.
Answer these important questions during the pre-planning stages and venue selection period:
- What are the seasonal trends at this location?
- What time of day is the event going to be held?
- Is it going to be hot, cold, or something in between?
- What will you do if it rains?
- What effects will high winds bring?
- What will you do if bugs decide to join the party?
It’s Not Only About Precipitation and Wind
You need to realize that precipitation and wind aren’t the only potential challenges that could upset your event.
Events held in the summertime are going to bring with them the chance of extreme heat. Body water is lost very quickly in hot weather, which makes an adequate water supply tremendously important. Ample non-alcoholic liquids must be supplied throughout the duration of the event. For all day festivals or concerts, a hosing of the crowd (especially at the front of the stage where it tends to be packed) may even be needed.
If the event is going to take place in the colder months, guests will likely need to be reminded to bring a jacket or sweater. Click To Tweet
Never take anything for granted when it comes to the health, safety, and well-being of your guests.
Always have a stack of essentials to make sure guests are comfortable:
- sunscreen
- bug repellent
- cases of drinking water
- umbrellas
- blankets
Your Budget Is Your Friend
You don’t have to be a fortune-teller to be successful in this business, but you do have to be on your toes, and that also means keeping money in the budget for those unpredictable elements.
Having a backup location can be expensive, but is well worth it in the case of bad weather, power interruption, or other outdoor hazards. It can be an on-site building like a covered pavilion or even a tent. More cautious clients may even want to put a tentative hold on nearby indoor event space; you’ll pay for it, but it could be an event saver.
Portable heaters and coolers could be the answer to heat and cold concerns. Special events rental companies can provide you with relief on a hot day, ranging from small spot coolers to large 250-ton air conditioners. The cooled air can even be ducted into tents. If your event is happening in the colder months of the year, you can be assured that there are ways of keeping your guests warm with heaters of many shapes and sizes.
You Are Ultimately Responsible
As the event planner, you are responsible for guests. Their reaction to the event will indicate whether or not you pulled off a successful event.
It doesn’t matter if Mother Nature acts up during an outdoor event; if guests feel like everything has been taken care of, then they can focus on enjoying themselves and will leave with a great impression of the event. Click To Tweet
Weather doesn’t have to ruin your event, but it certainly might if you haven’t planned a way to keep the party going, rain or shine.
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