Wet Weather Contingency

Given the amount of rain and bad weather we’ve been having it seems like some chat around the importance of wet weather contingencies in outdoor events might be in order!

What are the key areas to factor in? Why is this so critical? Pre-event v’s on event? We highlight some talking points and areas to consider when planning your wet weather contingency for your next event:

Risk Mitigation:

Depending on who you talk to, ‘risk’ is the number one factor to consider here. As Event Managers/Directors we have a duty to not only deliver the event experience for attendee’s and the client, but we need to do this in a safe way.

Wet weather contingency planning helps to mitigate the risks associated with adverse weather conditions such as rain, storms, or strong winds. Thinking about these scenarios in relation to your event and venue and putting in place solutions to ensure that the event can proceed smoothly and safely even in less than ideal conditions.

Maintaining Safety:

Safety is paramount during events. Wet weather can create slippery surfaces, increase the risk of accidents, and even pose threats like lightning strikes.

One of the lesser considered weather elements is wind, this has the ability to cause series damage and injury, it is imperative to know what conditions you have to deal with and ensure this is considered in the planning and build phase, ensure your builds are engineered correctly or to manufacturers specifications, but ultimately to be able to read the scenario unfolding at that moment and have the plan and experience to put things in place as needed.

Contingency planning ensures that safety measures are in place to protect attendees, staff, and participants.

Protecting Equipment and Infrastructure:

On top of risk and safety to attendees and participants, weather elements such as rain and moisture can damage event infrastructure, equipment, and facilities.

Having contingency plans in place, such as covering equipment or relocating activities indoors, helps to protect investments and minimise potential damage.

Considering key assets to the event being all weather or having cover is key to ensuring the show can still go on in most scenarios.

Preserving the Experience:

Weather disruptions can significantly impact the overall experience of attendees. Ultimately as Event Managers we’re trying to deliver an experience or moment in time that has meaning to the attendee or participant.

With the right wet weather contingency plans, event organisers can maintain the quality of the experience and prevent disappointment among attendees and participants, as well as the client.

Can the activity go ahead in bad weather? What does it look like? What alternatives can be adapted to still deliver the experience objectives?

Managing Expectations:

This comes from two sides, firstly it’s important all key stakeholders (particularly the client) are involved in the creation of the plan. This needs to be pre-planned with scenarios, and decision makers having had buy-in, and all approved, so when things start happening you have a clear pathway ahead.

In some instances, communicating wet weather contingency plans in advance helps manage attendees’ expectations. Clear communication about alternative arrangements or schedule adjustments can minimise frustration and confusion if the weather does not cooperate.

Extreme weather scenarios would only be communicated if necessary. This can be done through venue PA, big screens, pre-planned signage, or through attendee sms and social messaging etc.

Protecting Reputation:

Successfully managing an event despite challenging weather conditions demonstrates professionalism and preparedness, enhancing the reputation of the event organiser and maintaining trust among attendees, sponsors, and stakeholders.

Ultimately it’s the Event Managers job to do whatever they can to ensure the event can run, the attendees or participants have the best experience possible, and the client’s objectives are met.

Financial Considerations and Legal Obligations:

Weather-related disruptions can result in financial losses due to decreased attendance, damage to property, or additional expenses incurred for last-minute adjustments. Effective wet weather contingency planning can help minimise these financial impacts.

As well, depending on the nature of the event and local regulations, event organisers may have legal obligations to ensure the safety and well-being of attendees.

Failure to have adequate wet weather contingency plans in place could lead to liability issues.

Adaptability and Resilience:

In today’s unpredictable climate patterns, adaptability and resilience are crucial traits for event management.

Outdoor events will always exist, and they will always carry additional risk when it comes to weather.

Wet weather contingency planning demonstrates the ability to adapt to changing circumstances and ensures that events can proceed successfully regardless of external challenges.

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