Last updated on Aug 13, 2024

Your outdoor event faces unexpected rain. How will you adapt the event layout to ensure success?

Unexpected rain can turn your meticulously planned outdoor event into a potential disaster. However, with some quick thinking and adaptability, you can still ensure your event is a success. It's crucial to have a contingency plan for weather-related issues, especially when organizing outdoor activities. Your guests' comfort and safety should be your top priority, and this means making swift changes to the event layout that can shield them from the rain while maintaining the event's ambiance and objectives.

1 Emergency Shelter

When the skies open up, having an emergency shelter is vital. You should arrange for waterproof tents or canopies that can be quickly erected over dining areas, stages, or seating spaces. These shelters not only protect your guests from the rain but also ensure that electronic equipment and musical instruments remain dry, which is essential for the event to continue without technical hitches. Make sure the shelters are anchored securely to withstand strong winds and that there's ample space for everyone to gather under them comfortably.

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Vishalya Jain

Senior Marketing Manager | Strategic Marketing, Consumer Services
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When unexpected rain hits an outdoor event, preparation and quick action are crucial. From my college experience organizing events during the rainy season, we always waterproofed materials and had backup locations ready. Stay calm and mobilize the team for immediate action. Use available resources creatively, such as using flex to cover equipment. Keep communication clear and focus on solutions, not problems. Ensure audience comfort by quickly addressing their needs. Our team removed water, dried seating areas, and protected equipment, ensuring the event's success. Effective teamwork and flexibility are key to adapting successfully.

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Paul Viviers

Driver of Sustainable Event Branding Solutions 🚀 Your brand is your most valuable asset 📈 Need help elevating your Event Branding? ➡️ DM me to chat! Click ☎️ link to book a call.
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Rain can be a real showstopper if you're not prepared. Ensure you have waterproof tents or canopies ready to go over key areas like dining spots, stages, and seating. This setup keeps your guests dry and protects valuable equipment and instruments, allowing your event to run smoothly despite the weather. Secure these shelters well to handle strong winds and provide enough space for everyone to stay comfortable. This proactive step ensures your event remains enjoyable and uninterrupted.

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Céline Dizier

Head of events and communities at AIM/CIRED
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Always carefully prepare the backup solution during the preparation of your outdoor event. These 2 organisations should co-exist in your organisation, it allows you to easily switch to the backup plan in case of rain or bad weather. We always have a backup solution for a dinner (for example a covered terrace, a tent, a room). Sometimes it is not possible to organise the aperitive as planned and we have the aperitive served at the seated tables inside. The kitchen should always be located in a safe place inside a building in order not to have to change this in case of bad weather.

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2 Floor Protection

Protecting the ground is just as important as sheltering your guests. Soggy grass and muddy paths can ruin the experience and pose safety risks. Implement temporary flooring solutions like interlocking mats or portable wooden floors to keep the event area dry and walkable. These surfaces provide stability and prevent accidents, ensuring that your guests can move around freely without the worry of slipping or getting their footwear dirty.

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Kimberly Bowman

Owner of Exquisite Enterprises Inc.
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This piggybacks off of another point I made in this article. I would provide guests with the non-slip straps they can put on their shoes to prevent slips and falls.

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3 Adjusted Seating

Rain can require a quick reshuffle of your seating plan. Prioritize covered areas for seating, and if necessary, reduce table sizes to fit within sheltered spaces. Space out chairs and tables to avoid overcrowding under canopies, which could lead to discomfort or even safety concerns. If your event includes a performance or presentation, make sure that the focal point remains visible from these new seating arrangements to keep attendees engaged.

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4 Signage Redirection

Clear signage becomes even more critical in adverse weather conditions. You'll need to quickly update or add signs to guide guests along alternative routes that avoid exposed or slippery areas. Ensure that the signs are waterproof and securely fastened so they remain visible and in place throughout the event. Effective signage helps maintain a flow of movement and keeps everyone informed of changes to the layout or schedule.

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5 Entertainment Adjustments

Rain doesn't have to dampen the spirit of your event if you adapt your entertainment plans accordingly. If you have live performers, make sure they're relocated to a dry area with sufficient space for both them and the audience. Consider having a backup plan for entertainment that can be enjoyed under cover, such as acoustic sets, magicians, or comedians, which can often be more flexible than large-scale performances.

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6 Guest Comforts

Lastly, think about the little touches that can make a big difference in guest comfort during unexpected rain. Have a stock of umbrellas, ponchos, and towels ready for guests to use. Set up warming stations with hot drinks if the temperature drops, and consider providing hand dryers or paper towels in restrooms for those who might get caught in a downpour. These thoughtful additions show your guests that their well-being is your top concern.

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Kimberly Bowman

Owner of Exquisite Enterprises Inc.
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It says alot about an event planner when they are already prepared for the chance of rain. Yes, provide umbrellas, ponchos, and towels and have team members around to pass those out to guests at no charge or inconvenience. Depending on your budget, I would invest in branding these materials with the event logo, or sponsors logos on them. This shows your guests that you are thinking of them, and bring in some extra sponsors for the items given away.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your outdoor event faces unexpected rain. How will you adapt the event layout to ensure success?

1

2

3

4

5

6

7

1 Emergency Shelter

2 Floor Protection

3 Adjusted Seating

4 Signage Redirection

5 Entertainment Adjustments

6 Guest Comforts

7 Here’s what else to consider

Event Planning

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Your outdoor event faces unexpected rain. How will you adapt the event layout to ensure success?

1

2

3

4

5

6

7

1 Emergency Shelter

2 Floor Protection

3 Adjusted Seating

4 Signage Redirection

5 Entertainment Adjustments

6 Guest Comforts

7 Here’s what else to consider

Event Planning

Rate this article

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