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How to Plan Around Bad Weather for Your Event: Tips and EHAB Forecasting

Planning Outdoor Events

Planning an outdoor event, whether it's a wedding, film shoot, music festival or any other special occasion, comes with its fair share of challenges. One significant factor that event organizers must consider is the unpredictability of the weather. In this blog post, we'll explore essential tips on how to plan around bad weather, ensuring your event remains a success, rain or shine. Additionally, we'll introduce EHAB, a platform that leverages cutting-edge technology to forecast weather predictions and help you make informed decisions for your event.

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  1. Bank on a Plan B

    When organizing an outdoor event, it's crucial to have a contingency plan for inclement weather. Consider alternative entertainment options that can keep attendees engaged even if the primary outdoor activities are affected. Additionally, having portable shelters, such as pavilions or marquees, on standby ensures that attendees can seek refuge from rain or intense sun, safeguarding both their experience and the success of your event.

  2. Know Your Outdoor Venues

    Understanding the layout and logistics of your outdoor venue is paramount. A meticulous plan that maps out where various elements of your event will take place helps coordinate activities effectively. Clear signposting and providing maps ensure that attendees, as well as staff, can navigate the event space with ease, reducing chaos in case of unexpected weather changes.

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  3. Provide Essential Amenities 

    Attendee comfort should be a top priority, irrespective of the weather. Prepare for all weather conditions by offering essential amenities such as waterproof ponchos, blankets, handheld fans, and suncream. Adequate seating and sanitation facilities further contribute to a positive attendee experience, even if the weather takes an unexpected turn.

  4. Explore Onsite Storage 

    Incorporating weatherproof storage solutions, such as waterproof lockers, adds an extra layer of convenience for attendees. Not only does this provide a secure place for personal belongings, but it can also accommodate changes of clothes if the weather takes an unexpected turn. Vendors and exhibitors can also benefit from these storage options.

  5. Think About Food and Drink 

    Practical and disaster-proof catering options are essential considerations for outdoor events. Ensure a steady supply of fresh drinking water and food. Effective communication with onsite vendors ensures they are prepared to offer a variety of snacks and beverages even in adverse weather conditions, potentially turning an unforeseen challenge into a positive attendee experience.

  6. Honour Health and Safety Protocol 

    Implementing thorough risk assessments and having a clear adverse weather policy in place are critical components of outdoor event planning. Beyond standard first aid kits, consider providing extra medical facilities for larger events or those with activities that may pose additional health risks during unpredictable weather.

  7. Keep Everyone in the Loop 

    Seamless communication with staff and attendees is pivotal during an event, especially when dealing with changing weather conditions. Whether through walkie-talkies, PA systems, or other technologies, keeping everyone informed ensures that your team can efficiently execute the plan, and attendees can adjust their expectations accordingly.

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  8. Watch the Forecast 

    Taking a proactive approach by monitoring the local forecast in the days leading up to the event provides valuable insights. While you can't control the weather, staying informed allows you to communicate effectively with guests about potential weather disruptions and make necessary adjustments. Introducing EHAB as a forecasting solution adds a layer of sophistication, ensuring accurate predictions and informed decision-making based on industry-specific data.

Planning an outdoor event involves considering every possible scenario, especially unpredictable weather. By implementing these tips and leveraging EHAB's forecasting capabilities, you can ensure your event runs smoothly, regardless of the weather conditions. Stay prepared, stay informed, and make your event a memorable experience for all attendees.

Tell us about your event and get your free weather impact assessment? Plan smarter (Click here)

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