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Event Planning 101: Hope For Sunshine, Prepare For Rain

Even the best planners can’t schedule a meeting with Mother Nature to let her know that an upcoming outdoor event needs 72-degree weather with sunny skies and minimal humidity. The weather is unpredictable, ever-changing, and often the element that ruins an otherwise excellent event. There are several ways you can prepare for storms that threaten an upcoming fête.

 

Use weather-proof décor.

If a sudden rainstorm pops up, it’s much easier to revive a damp plastic sign or banner than a paper version. Additionally, make sure that all signage can withstand a little wind. Secure signs tightly, and if you think one will become a sail in high gusts, remove it before the gales begin.

Prepare your guests.

Communicate to attendees that there may be inclement weather so that they remember to pack an umbrella and can dress appropriately with galoshes and raincoats. These essential accessories can help guests comfortably weather a quick summer shower during your event.

Have a backup plan.

The Boy Scout mantra “Always Be Prepared” is incredibly applicable in event planning. A carefully organized backup plan can include tenting a space or reserving an alternate location to move the outdoor soiree inside.

Postpone if necessary.

If a storm is looming during the beginning or end of your party, consider moving your start time a few hours later or earlier to avoid the rains.

Know when to cancel.

It may be best to cancel completely or to move your event to a different day if rain has set in for the entire duration of the party. It’s also important to cancel if the National Weather Service declares a severe storm warning to avoid placing guests who are traveling to your event in harm’s way.

 

The key to successfully making any changes to an event is communication. Whether you’re moving to an indoor location, rescheduling to a later date, or cancelling altogether, make sure that you let guests know in plenty of time to re-plan or restructure their day.

Need help executing a perfect party—even if it rains? Let the Momentum Marketing team help! Call us today at (843) 377-8450.

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