Planning an outdoor corporate event...in theory...is always a good idea. However, there is a little thing called reality that can put a real monkey wrench in the best laid plans.
What do you do when you've meticulously planned an outdoor corporate event and the weather calls for rain, high wind, or unseasonably cold temperatures?
It is time for the BACK-UP plan
As corporate event planners there are a few decisions that need to be made in advance. Answer these questions:
- Will the event happen on that day/time as scheduled regardless of weather? If so, make sure you communicate that the event is "rain or shine."
- Does your venue offer a secondary, on-site, location in the event of bad weather? If not, what will your alternate location be? How far away is it from the original location?
- What systems will you use to monitor the weather? Meteorologist,
- How will your event differ from the original plan if there is bad weather? In your initial communication, offer up details to the "back-up," weather related plan so that attendees are aware.
- What communication methods will you use to provide attendees with real-time weather-related changes? Gather attendee's email and cell phone numbers so that you can send updates. You may also want to utilize social media platforms like Twitter by assigning a hashtag to your event.
Take Advantage of the Bad Weather
"They" say that when life hands you lemons, you should make lemonade. The same is true for unexpected bad weather raining down on your corporate event. How can you make the most of a less than desirable situation? Following are three ideas to consider:
Corporate Wear is a Great Solution
If the venue tends to have quick rain showers that are over before they begin, consider offering attendees an umbrella or a rain poncho with your company logo. They will stay dry while sporting your brand.
The same is true for those venues that are warm and lovely during the day but tend to get chilly once the sun goes down. Providing fleece wear with your company logo is a great gift for the day of the event and will be something attendees will enjoy long after the event is over.
Turn Up the Heat
If it does get chilly in the evenings, keep the outdoor fun going by stationing heaters along the perimeter. Depending on the location, you might incorporate a bonfire with marshmallows and hot chocolate. For adult functions, you can even create a signature hot beverage. Check out these
top ten hot adult beverages.
Transportation Back-up Plans
So the worst case scenario has happened; a storm blows in and the weather service says it will last for the duration. Have a back-up plan to help move your attendees to an indoor location. Your guests will feel extra special if you have a way to drive them (especially if they have been enjoying your signature drinks) such as over-sized vans, Uber/Lyft drivers or even covered golf carts.
As a corporate event planner, part of your DNA includes the ability to think quickly and react even faster. Reduce your stress by planning for the worst and hoping for the best by making sure you take weather into consideration when planning an outdoor event.
At E&E Exhibit Solutions, we have over 25 years of experience. Trust us - we have seen it all. Give us a call and we can help you think through all of the possibilities and plan for success.
