When it comes to organizing outdoor events, one must always anticipate the unpredictable nature of the weather. To ensure a successful event despite inclement conditions, it's crucial to strategize across three key areas: preparation, response, and post-incident management. Remember, the items listed are not exhaustive; each event will have unique requirements. These are essential considerations for weather planning.
Preparation:
Weather is impactful to the setup for the event as much as the event itself. So, building a schedule for both the event itself and the setup for the event with contingency time is critical to mitigate any delays. From gusty winds to pouring rain, preparing for all weather eventualities keeps your event on track and enhances its chances of success. Start by crafting and disseminating an emergency action plan encompassing guidelines for both performers and attendees. Creating a plan that pulls in standards from vendors for the event is important. I.e.: stage provider, production company, video wall company, staffing, and security to have a unified approach as not all vendors may come with the same plan. This plan should outline protocols for various weather scenarios, designated evacuation zones, and sheltered areas to mitigate risks. Prepare visual aids like video slides or recorded audio messages directing individuals to safety spots. Communication helps ensure that everyone is oriented towards a good event for all who are a part of it. Flexibility is the name of the game in these situations, and you might be surprised what you can pull off with out of the box thinking and teamwork when everyone is looped into the plan of attack to help the show stay on track.
Consider what event times are published in marketing. Rarely should artist performance times be published to the public. Stick to Doors/Gates Open time only so that if changes are needed for set times, you don’t have to worry about letting anyone down if something is different than expected.
Investing in weather insurance tailored to your event's needs can be invaluable, safeguarding against financial losses stemming from adverse weather conditions. Familiarize yourself with different insurance options based on specific weather risks, seeking guidance from reputable event insurance providers.
Mitigate structural risks by understanding the load and wind capacities of staging equipment, deploying properly ballasted Tents/Canopies with wind walls. Prioritize electrical safety by grounding equipment while maintaining safe distances from water sources. Ensure adequate coverage for instruments and infrastructure using tarps, tents, or Visqueen. Ground cover for heavy equipment and vehicles and attendee foot traffic to protect the venue is also very important. If the stage is covered and it’s just sprinkling, the show can go on! Roofs protect from not only precipitation but also the sun. Gear overheating is a common problem during primary outdoor event season and many forget that the heat from the sun and electronics don’t mix well.
The heat and Sun are part of weather. Shade and hydration for attendees and especially event staff are critical elements that many forget about. Add time to the schedule to accommodate rehydration and rest breaks during setup and tear down as needed to keep staff healthy. Have appropriate medical resources available to triage heat related illness. Encourage staff to dress appropriately to keep themselves cool but also protect themselves from sunburn and provide sunscreen to help mitigate the sun’s effects. On particularly hot days, make sure to provide sports drinks in addition to water to ensure staff is getting the hydration they need to keep healthy.
Weather can impact an indoor event too. Think about how your attendees will travel to and access the venue where your event is taking place. While an indoor event may protect gear and attendees inside the building, severe weather can be dangerous for attendees as they’re waiting in line outside the venue or walking from their cars to get to the venue. Knowing the forecast can help you prepare to keep attendees safe.
Response:
In the event of adverse weather conditions, swift and decisive action is paramount. Decision making based on what’s happening with the weather and an evaluation of the risk factors to workers/staff for setup and operation of the event and, risk to attendees are some of the most important factors.
Communication has two parts- on-site using audio/visual messaging as well as using specified communication channels to patrons to keep everyone up to date on the event.
We recommend communications being directed by a single individual with the blessing of the identified decision makers to ensure accurate and unified messaging that the group is comfortable putting out to the public.
Activate your emergency evacuation plan immediately if safety is compromised, ensuring all personnel and attendees are evacuated to designated safe areas. Power down stages and equipment to mitigate electrical hazards and prioritize the well-being of artists and attendees. If conditions permit, deploy inclement weather materials to shield stage and front-of-house areas, facilitating a swift return to normalcy once the weather subsides. Adhere to safety protocols for lightning storms, clearing the stage for prescribed durations following lightning strikes within a specified radius. Equip staff with appropriate protective gear and adjust schedules as necessary to accommodate delays or disruptions.
In the aftermath of weather-related incidents, assess infrastructure damage promptly, liaising with insurers to expedite repairs and minimize downtime. Implement mitigation measures such as drying out and reinforcing affected areas to restore operational readiness safely and efficiently.
Post-Incident Management:
Following the cessation of adverse weather conditions, prioritize safety checks to ensure all equipment and surfaces are dry and secure before resuming activities. Communicate updates and revised schedules to attendees via various channels, including social media and on-site announcements, to maintain transparency and manage expectations. Clear pathways to the stage and provide clear guidance to facilitate a seamless continuation of the event. Capture comprehensive documentation before, during, and after, of all equipment and infrastructure through thorough photography and live video to facilitate insurance claims and ensure adequate coverage in case of damage or loss. Prioritize detailed imagery of each item, including serial numbers and condition assessments, to streamline the claims process and safeguard your event investment.
With these comprehensive preparations and response strategies in place, you can navigate the uncertainties of outdoor events with confidence, ensuring a memorable experience for performers and attendees alike.