Is Your Event Prepared for Bad Weather?

When planning an event, you never want to think about the things that could go wrong. However, if you neglect to do so and disaster strikes, you will find yourself in a difficult position.

Do you have a plan in place for bad weather? During the summer months, this could mean a severe thunderstorm. During the winter months, an ice and/or snowstorm could hit.

Here are several questions you can answer now to ensure that you are prepared for the worst:

1. Can you reschedule the event if necessary? Often with larger events the answer to this question is no, however, it is something you should at least consider. A new date is a last resort, but you need to answer if it’s even possible early in the planning process. If you’re contingency plan includes a back-up date, it needs to be in all your service contracts, or line up additional service providers, speakers, etc.

2. What happens if the power goes out? Without electricity it is safe to assume that your event will come to a standstill. This is not a question you can answer on your own. Instead, you need to discuss plans with the venue. Certainly large venues have encountered weather related issues, and likely a power outage. You need to know they have a generator that can handle this type of problem.

Discuss disaster plans extensively with the venue staff together with your own staff. You want everyone to understand what their’ role is in the event that the power goes out. If you’re lucky, it’s only for a few minutes.

3. How are you going to keep the venue safe, both inside and out? Consider if a snowstorm hits the area on the morning of your event. As a result, there will be snow and ice piled up along the entrances and exits to the venue.

First things first, snow and ice removal should be part of your contract with your chosen venue. Ask how they prepare a space in the case of poor weather. Just removing snow is not always enough. Laying salt on a regular basis may be essential for keeping people safe as they walk into and out of the building.

Furthermore, you must consider the inside of the venue. Wet shoes can lead to slick interior floors. Not only should you have large mats down inside the doorways, but assign someone the responsibility of keeping the floors as dry as possible.

4. What will you do in the event of an injury? Even with every safety precaution taken, accidents may happen. If bad weather comes for your event there is an increased likelihood somebody slips and falls on the snow outside or a slippery floor inside.

Again, large venues may have EMT on staff, but be sure to have contact information on hand for police, fire, and EMS. If an event-goer is injured, you need to know how to get the appropriate emergency crew to the scene as quickly as possible.

Prepare for the Worst, Hope for the Best

Just because you are prepared for the worst doesn’t mean it is going to happen. In fact, the events discussed above are quite rare. As long as you are prepared for bad weather and what it could bring to your event, nothing should come your way that you can’t handle.