If you are organising your own outdoor event, you know that its success can depend on the weather. It is even harder when you are planning it in spring.
This unpredictable season can give us all a glimmer of hope that the frosty conditions are behind us. Then, minutes later, you could deal with heavy snow or even lightning.
To help prepare for adverse weather and keep your event running smooth, here are five tips to weatherproof your outdoor event.
Take a proactive approach and not a reactive one by following these five tips:
- Conduct Your Risk Assessments Beforehand
- Consider Cover
- Use Secure Flooring for Walkways
- Consider Signposting for Directing Crowds
- Provide Essential Waterproof Gear and Sheltered Areas
A risk assessment should be part of your repertoire, as health and safety provisions should be of utmost importance with planning your event if it is outdoors.
It is your job to put systems in place to protect your employees who will make sure the outdoor event runs smooth and your guests. This is so you can put relevant systems in place so you can deal with the unlikeliest of weather-related scenarios.
Also, keep first aid kits on hand, but with unpredictable weather, it will be beneficial to have medical cover at the event. This is the crucial first step, as your findings here can help you further weatherproof your event.
If the event has to take place outdoors, then consider hiring tents or marquees to act as an outdoor shelter for your guests. They are a good way to protect against unforeseen weather and having to switch your guests to other locations.
Tents or marquees protect your guests from rain and/or wind because the materials are durable and waterproof.
Some tents and marquees have heaters and/or air conditions. These features help to keep both your guests and employees warm and comfortable if there is to be a sudden change in weather and it becomes too hot or cold.
Both tents and marquees are temporary and portable. Their covers provide everyone with a comfortable, heated surface and eliminate the threat of bad weather.
While a cover solution like a tent is a good first option, you need to consider adding extra measures such as the flooring your guests will walk on.
If the weather is sunny and clear, then it might be hazardous. As spring weather can turn at the flick of a switch, implementing secure flooring on the walkways will keep everyone safe.
It is important that you purchase or hire secure flooring. Doing this helps to prevent any slips if it rains. Without secure flooring to protect your walkways, your guests will be prone to slip or suffer from injuries.
Even though the venue you have chosen is suitable for your outdoor event, it is not enough to avoid major issues. In particular, if the weather is unpredictable and you have many guests this can cause issues for your event.
A useful and important tip is to install clear and frequent signposting to different parts of the venue, regardless of the weather. This is a helpful way to direct both attendees and staff to weather protected areas. Also, it will reduce the risk of chaotic crowds.
Make sure you are in a position where you can accommodate guests and staff with waterproof equipment, whatever the weather. If the weather is good, guests will not prepare for bad weather.
You can purchase extra clothing for your staff members to keep them warm and dry, such as waterproofs. Purchase extra clothing from a trusted supplier.
Providing clothing shows you are putting your employees’ convenience and safety first. If the bad weather, such as rain, persists, also have an area to shelter your guests and employees.
By following these five tips, you will be in a much better position with weatherproofing your outdoor event regardless of the weather you face.
Health and safety should be one of the most important parts of planning your outdoor event. Make sure you provide outdoor shelter for you guests and employees.
If it rains, the floor may become slippy; you can prevent this by using the correct flooring. Chaotic crowds can be avoided by creating signs to the main parts of your venue.
If there is bad weather, a great way to keep everyone happy is by providing extra clothing for your employees and guests.