Weatherproof Your Outdoor Event In 7 Steps
When it comes to organising an outdoor event, the success of the event often heavily relies on elements out of the organiser’s control. Undoubtedly, the weather plays a huge role in the outcome of an outdoor event.
However, don’t let the unpredictability of the Great British weather put you off organising a great event. Just follow our 7 steps to weatherproofing your next outdoor event to ensure success come rain or shine.
1. Take out reliable event cancellation insurance as soon as possible.
With over 50 years of experience in arranging insurance, we’ve experienced most eventualities. If we could give our clients any piece of advice, it would be this:
Take out your event cancellation insurance as soon as possible!
Many event organisers will leave obtaining outdoor event insurance until the last minute, sometimes even the day before the event. However, the sooner you take out a policy, the sooner you are protected against cancellation, postponement or abandonment of your event.
2. Have a backup plan and prepare for the worst.
When it comes to planning an outdoor event in the UK, it is always best to prepare for the worst. It is important when picking a venue for your event to consider whether the venue would still be suitable should you have to abandon the outdoor space.
One way to prepare for potential adverse or dangerous weather weather conditions is to opt for a venue that provides both indoor and outdoor areas. Otherwise, renting sheltered areas such as marquees and tipis can provide an adequate alternative should the weather affect affect your event.
3. Keep your attendees updated.
Communication is key. Keeping your staff, volunteers, entertainers, vendors, and guests up to date is the best way to ensure that no one is blindsided by any changes, event adjustments or cancellations. By keeping communications clear and upbeat you provide your attendees with the confidence that the event is well prepared for potential disruptions and encourage any parties that may be considering dropping out.
4. Ensure health and safety protocol is followed.
As an event organiser, risk assessments and health and safety provisions should always be at the forefront of your mind. Especially when it comes to organising an outdoor event.
However, there may unfortunately come a time when no amount of preparation can save your event. If the elements are fighting against you and creating a dangerous environment, don’t attempt to power through. The safety and well-being of your guests should always be your number one priority. Moving forward with the event despite turbulent weather conditions is not worth the risk to your attendees.
5. Provide entertainment, food, and drinks.
If the heavens do open threatening the success of your event, entertainment, food, and drinks could make the difference between attendees leaving disappointed and them leaving entertained even though the event didn’t go exactly to plan. After all, there’s nothing like good food, drinks and fun to distract from miserable weather.
Remember, external suppliers may have individual policies in place when it comes to adverse or dangerous weather conditions. It is best to enquire about associated policies that could take the decision out of your hands on the day of the event.
6. Essential amenities can make all the difference.
From rain ponchos and umbrellas for sudden downpours to sunscreen and caps for extreme temperatures, essential amenities can make or break your attendee’s experience. Providing additional extras at your event can go a long way towards keeping people comfortable and happy, encouraging them to stay ( if it is safe to do so) and enjoy your event rather than leaving early disappointed by the outcome.
7. Look after your people.
As an event organiser, you have a duty of care over the people who make it possible for you to organise a successful event. If you employ any staff or volunteers to help out at your event, it is a legal requirement to cover them with employer liability insurance.
Failure to take out employers’ liability insurance not only reflects your lack of regard for your staff but could also result in serious legal and financial implications if a staff member or volunteer were to be injured or get ill because of your negligence.
Keep calm and stay safe.
Nevertheless, through a combination of careful planning, health and safety measures, creativity and a can-do attitude, your event should be able to withstand whatever the Great British weather throws at you. Of course, do not push ahead when weather conditions make it dangerous to do so. Know when it’s best to pull the plug and call it a day for the safety of everyone involved.
Finally, with outdoor event insurance, you can rest assured that your event is covered if the worst was to happen.
