Quick Planning Tips to Minimize Weather Worries

Spring and summer are popular times for many events from graduation parties, to community festivals, to family reunions, and concert series. Unfortunately, mother nature is not always cooperating. Having worked many, diverse events at an up-scale banquet facility, I can tell you that nothing puts a damper on festivities like inclement weather.

For most events, well-intentioned people put in months of planning to coordinate the facility, invitations, catering, and decorations. They invest their hopes and often reputations into organizing event logistics so that everything will go off without a hitch. Violent, seasonal weather has the power to destroy all of this planning in short moments.

Here are a few simple strategies to minimize the inconvenience of seasonal storms:

1. Plan for power! In case of a power outage, check that your event location has back-up generator power available. 
2. Be flexible! It is wise to include a 'rain date' whenever possible for events that take place partially or completely outdoors. Another option is to have weatherproof tenting or indoor locations on standby in case of bad weather. These accomodations may be slightly less than ideal, but this is where event planners should work in some flexibility for the safety and comfort of guests. 
3. Consider event insurance! You can purchase an event insurance policy to cover the loss and expense associated with cancelling and rescheduling an event. This can go a long way to minimize grief and aggravation when things don't go exactly according to plan.

At any event with an outdoor venue, always be sure to provide adequate relief from too much wind, sun, and precipitation with stable shelter and adequate refreshments. Another practical step for your guests' comfort and convenience is to have valets walk guests into the event with an umbrella in the case of rain.Your guests will certainly appreciate the attention to detail!