When hosting a party or planning a wedding with a vision of an outdoor extravaganza, the instability of weather adds another key factor into making a successful outcome for guests. Summer, while ideally makes for the perfect outdoor party season still battles thunderstorms, strong winds, rain and oppressive heat.
Event planners across the country deal with all different conditions and have key steps to make ensure a safe, fun event that coincides with the original vision even if fighting the weather becomes necessary. Brides may have the perfect, Pinterest-inspired outdoor wedding in mind, but that doesn’t mean the weather is going to cooperate on the big day.
With rain, lightning, wind and oppressing heat all a factor, event planner Helen Clark stresses the ultimate importance of a plan B.
As event organisers in the UK unstable weather is always an integral factor in any event we plan. Helen takes it on as her job to match that vision, but prepare the event for all circumstances.
“You have to think about the guests. There are times when it’s so extremely wet and windy outside that it can be completely miserable,” she said.
If temperatures are boiling, there are still ways to make an outdoor event comfortable. Helen Clark, one of our Event Co-ordinator’s suggested using large outdoor umbrellas, pulling double duty with programs that are also fans, keeping a cold water station nearby and having an air-conditioned area for young children and older guests to use to cool down if need be.
As the event gets closer we keep a close eye on the weather forecast and prepare accordingly. It’s important to pay attention to rapidly changing weather conditions in the summer especially when guest safety could be at risk. Tents can provide a sometimes costly alternative to save an outdoor event from being cancelled.
We want to make sure that it’s realistic and we don’t disappoint anyone. People come to us all the time with visions of what they want it to be, don’t think about what if. We are the reality check to that.
Still, corporate clients usually comprehend the bottom line and are lenient as far as venues and ideas. Sometimes using a more feasible indoor option is best, though when clients hold on to the outdoor idea Helen does everything she can it make it happen safely.
Informing guests about the location and proper dress is crucial. Using tents, working with vendors and keeping a good eye on the weather are all components to a successful event. Starting around 72 hours before the event kicks off, Helen and her team will gauge the safety of the event based on the weather outlooks.
Ultimately, the decision is up to the client, but we do our best to keep the overall outlook on safety and practicality.