Cracking the code: understanding weather risks and events.
We’ve all experienced events where the weather has disrupted our plans. It could be the minor inconvenience of a delayed start due to rain or as life threatening as the recent severe storm that resulted in the death of two Ironman competitors in Ireland.
Understanding weather risks is paramount in outdoor event planning, as different elements like storms, winds, and temperatures can impact your event in unique ways. The process of defining weather risk thresholds helps you protect public safety in a calm and controlled way and deliver a successful event, regardless of unpredictable weather conditions.
As specialists in outdoor events and festivals, we have experienced our fair share of the challenges of inclement weather at events. It’s important to minimise the stress in the face of inclement weather.
Key Takeaways
Understanding weather risks is paramount in outdoor event planning, as different elements like storms, winds, and temperatures can impact your event in unique ways.
Defining weather risk thresholds and triggers helps event organisers to make informed decisions about delaying, rescheduling, or cancelling events.
By having a comprehensive weather risk action plan in place, event organisers can confidently make decisions that prioritise public safety and lead to well-executed events, regardless of unpredictable weather conditions.
Navigating the biggest risk to outdoor events: the weather.
We’ve all experienced events where the weather has disrupted our plans. It could be minimal as an outdoor wedding delayed by a little rain or as life threatening as the recent severe storm that resulted in the death of two Ironman competitors in Ireland.
As specialists in outdoor public events and festivals, we have experienced our fair share of inclement weather at events. We spent two days bumping-in a large-scale music concert, only for it to be cancelled due to thunderstorms just hours before showtime. By then, the event couldn’t be rescheduled due to logistics and we had a mountain of expenses already paid including venue, suppliers and equipment, and staff expenses. The result? A logistical nightmare with sunk costs and disappointed attendees.
Inclement weather is a leading cause of event delays, closures, and reschedules, impacting public safety and event revenue. So how do event organisers decide when to delay, reschedule or even cancel an event?
The tough decision: to cancel or not to cancel?
Making the decision to cancel or postpone any event is not an easy one. Loss of revenue, the ability to communicate the cancellation with ticket-holders, coordinating suppliers etc. can feel overwhelming. Not to mention that hard-to describe feeling of seeing all your hard work just disappear into a non-event.
In this article, we help you weatherproof your event plans. We'll explore how event planners navigate those uncertain skies (excuse the pun) to ensure events go off without a hitch, rain or shine.
RachellA SAYS
“Weatherproofing your event is as complex as it is simple. The short answer: You need to map out the weather risks. It’s your job to understand the different risks associated with different types of weather.”
Outdoor event planners must navigate challenges such as event cancellations due to severe weather.
Weather risk action plan.
Weatherproofing your event is as complex as it is simple. The short answer: You need to map out the weather risks. It is essential that you understand and define weather risks, then determine what actions are needed to reduce those risks and keep attendees safe. And you should do this planning well ahead of an event.
Assess the risks.
By understanding the potential issues and having a weather risk action plan in place, you will make informed decisions about your event. The process involves assessing a range of weather factors, such as predicted wind patterns, event infrastructure and event timing, to define the potential risks associated with different weather conditions.
From the disruptive force of high winds to the threat of lightning and the unexpected downpour of hail, adverse weather conditions can quickly turn an event into chaos. The best thing you can do is plan for the worst, and hope for the best.
Assessing weather risks for outdoor events involves considering a range of factors that can influence the overall experience. Beyond the weather forecast, event planners must weigh in on elements like venue infrastructure, stability and placement of equipment and furniture, and even the lay of the land.
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Consider your event timing.
Event timing plays a critical role in assessing weather risks. You should consider how the weather will impact your event – consider both the season, and also the time of day. Is your event in the midst of scorching summer temperatures? Consider scheduling your event program for an evening or twilight timeframe. And don’t forget your staff and suppliers. If they are setting up your event in the heat of the day, consider cooling stations, breaks, water stations, and additional access to shaded areas.
Weather risks are not all equal.
While some weather risks might be manageable, other weather scenarios pose greater threats to public safety and event success. A good risk management plan will consider this, and show that there is a plan in place for all types of weather.
To address this, event planners should understand weather variables. Consulting reputable meteorologist sites and learning how to read detailed weather forecasts puts you at a great advantage. By correctly understanding and assessing the weather forecast, event organisers can plan an event that is suitable for the forecast weather of the season, and you’ll be better placed to quickly respond if the weather changes unexpectedly.
So, you’ve got a forecast of rain? Your decision-making isn’t just about whether to pack an umbrella – it's about recognizing that different weather elements pose diverse levels of threat. While a light drizzle might be shrugged off, a severe storm can threaten the stability of outdoor structures, and lightning brings dangerous electrical currents to the sky.
Considering variables like temperature, wind gusts, and lightning activity helps event planners make better for operational decisions, and will guide your choices about event delays, rescheduling, or cancellations.
Heavy rains can quickly turn a festival into mud bath leaving attendees stranded in flooded campsites.
Weather risk thresholds and triggers.
Let’s return to the example of a rain forecast for an outdoor event. A question we get asked a lot by event planners is “How do event organisers decide when to delay, reschedule, or cancel outdoor events?” The answer is: you must establish weather risk thresholds.
Setting weather thresholds helps event organisers decide when the weather is considered too great a risk to proceed with the event, versus when it’s reasonable to continue as planned.
Take the rain forecast, for instance. Light rain might require minimal action to relocate some art installations and roving performers, and possibly close marquee walls. Whereas heavy rain or severe storms might result in temporary closure of areas, close to the stage program and a broadcast announcement to attendees. Likewise, wind has a range of action responses based on the severity. While a light breeze might not be bothersome, strong gusts can turn tents into flying saucers and be incredibly dangerous. The last thing you want is for your market umbrellas and marquees to lift off and knock someone on the head.
By outlining a weather action plan with specific weather thresholds and action triggers, an event team has a clear path to operational choices. Whether it's a minor delay, a strategic rescheduling, or, in more severe situations, full event cancellation, you will have a clear plan of action. In essence, thresholds and triggers serve as a weather compass guiding the course of outdoor events.
Document your action plan.
As with all event risk management, it’s important to document your risk mitigation action plan during the event planning phase. Take a look at these screenshots of the weather response plan included in our Event Risk Management Plan Template.
Example of this type weather action plan: As you can see, in our Risk Management Plan we have included a neat list of sample weather thresholds and triggers, along with the associated safety response action required. It’s a simple and easy-to-read list of weather thresholds that trigger safety response actions. It eliminates confusion and uncertainty right from the start.
Want to start using this template?
Weatherproofing your plans.
Understanding weather risks and developing a solid action plan is the secret sauce to mastering outdoor event cancellations. A comprehensive weather risk action plan doesn't just ensure a smooth event; it safeguards attendees and builds trust. This multifaceted plan includes communication strategies, defined roles, and well-considered contingency measures. Think of it as the cheapest insurance policy you’ll get against weather-related chaos, one that ensures everyone involved knows their part.
Key tactics.
Whether it's a large-scale outdoor music concert or an end of the year company picnic, knowing when to hit pause or play will ensure your event is a smashing success, come rain or shine. So, how do you weatherproof your event plans?
Weather monitoring: Stay one step ahead by keeping a close eye on weather forecasts. With modern technology, you can receive real-time updates and alerts, enabling you to make timely decisions.
Risk assessment: Just like a chess master thinks several moves ahead, assess potential risks before they become real issues. Create a weather risk action plan as a part of your overall event risk management. Consider factors like crowd size, venue layout, shelter, communications and so on.
Communication is key: Keep your attendees in the loop. If you foresee potential weather disruptions, communicate your plans and alternative arrangements in advance. This proactive approach will earn you gratitude points from your audience.
Have a Plan B: Always have a backup plan. If your event is outdoors, consider indoor alternatives or rain-ready setups. Flexibility is your secret weapon against unexpected weather twists.
Consult the experts: Don't use guess work. Consult with weather experts, meteorologists, and event experts. Their insights and expertise can prove invaluable in making the right plan ahead of time, so your situational response is calm and controlled.
Safety first: Above all, prioritise safety. Remember, a little rain won't hurt, but ignoring safety risks might. Always err on the side of caution when making weather-related decisions.
Learn from experience: Each event is a learning opportunity. Take notes on how weather impacts your event and refine your approach for the next time. Experience is your greatest teacher.
Event cancellation insurance: Loss of profits is likely to be a big concerns when cancelling or postponing an event. It is heart-breaking, and overwhelming to think of the loss of potential revenue. Having event cancellation insurance in place might be an option to ease your mind in the event of a cancellation. But is it really worth it?
Rachella SAYS
“Remember: keep your attendees in the loop. If you foresee potential weather disruptions, communicate your plans and alternative arrangements in advance. This proactive approach will earn you gratitude points from your audience.”
Wrap up.
As event organisers, we might not have control over the weather, but we do have control over how we prepare and respond. So, while the weather might add an element of unpredictability to your outdoor events, it's also a chance to showcase your adaptability and resilience. With a solid plan and a dash of flexibility, you can turn even the rainiest day into a memorable event that attendees will talk about for years to come.
WRITTEN BY RACHELLA THOMAS
Rachella Thomas is the powerhouse behind award-winning event consulting agency, Event Kit. With her 20+ years’ experience producing world-class events for high-profile clients and brands, Rachella has honed her skills to create a valuable resource for event planners looking to elevate their events. Her wealth of expertise has established Rachella as the go-to event consultant and mentor for aspiring event professionals and businesses alike.
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