Rain Plan
Don’t rain on our parade!
We don’t typically like to say the “R” word… especially not right before an event. Call it superstition, but we just don’t want to jinx it! That said, we are also realistic and know that even if the forecast is calling for perfect weather - you HAVE to have a {rain} plan.
It’s more than just throwing up a tent and moving things indoors. A good event plan should always include these four things:
Back Up Plan. If you truly cannot have your event in the primary location, what is the back up plan? Can you move things indoors? Is a tent an option? Do you have a “rain date” already scheduled, just in case? You need to have answers to all of these questions and be prepared to adjust if the weather isn’t cooperating. This plan should be written out so it’s easy to execute, and all stakeholders should be well aware of the plan. Most importantly, you need to decide (in advance) at what point you must make the decision on the back up plan to mitigate as many fees as possible.
Severe Weather Plan. This is a must, and should be done well in advance of the event. This plan is given to all stakeholders and should detail the protocols in place in the event of severe weather. Tornado, flash floods, etc. - where do attendees go, how are operations handled, and more.
Communications Plan. This step is so important. If you don’t or can’t communicate the change in plans to your attendees, vendors, etc. then what good is the plan? A good communication plan should be in place to inform everyone of the change. This could include delays in the start time, location changes, attire changes, or - to let people know that no change is happening at all. In addition to communicating real-time updates - you need to communicate in advance your terms and policies regarding weather - especially for outdoor events. Do you allow refund requests if the event is cancelled due to weather? Will you refund or credit sponsors if the event is cancelled, postponed, or rescheduled due to weather?
Financial Plan. Planning in advance for the financial changes that come with a rain plan are important. This could look like a weather clause in an insurance rider, reserved funds in the budget for last minute changes, and more. You might also need reserves to refund tickets, sponsorships, etc. - depending on your policies.
Don’t let the weather ruin your event!
Happy planning.