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Planning For An Event With Wet Weather

It’s probably the largest cause for stress when planning your event, in particular when that event is a wedding. The Weather!

The weather a whimsical beast and technology is improving to predict the likelihood of rain or wind on with reasonable accuracy up to 7 days out. So there is no reason not to be prepared should rain cloud your day.

The 1st and most important thing to remember should inclement weather come your way and I can’t stress this enough, IT’S NOT THE END OF THE WORLD! If you want to blame someone or something find your nearest climate denier (hello Donald).

But seriously we’ve all been to events in bad weather and still had a fantastic time. From a music festival or a birthday bash the weather is only a drama if you let it become one. Your friends are adaptable and there to support you.

One of the best weddings I ever went to was at Matilda bay on a hot evening in March with thunderstorms. We sat in the marquee and watched the thunderstorms and lighting role in across the bay. Free pyrotechnics!

With this in mind there are certain things you can do to mitigate your risk and reduce your stress levels.

 

Make a Plan and Stick to it:

There are many times when I am meeting with a client to plan their event or wedding and half way through discussing their ideal plans they have a movement of realisation. ‘Oh no! This won’t work if it rains!’ In 20 years I have always responded the same way. We always plan for the best outcome and the ideal setup. Then we will make a secondary plan should the weather become a factor that will be a compromise but just as good.

If your dream wedding or party is an open air outdoor party then that’s what you plan for investing you money in good lighting, furniture and styling. But your backup plan could be a marquee if you have the space with clear roof panels and less money spent on lighting and a few more dominant feature lights in the marquee. This is where companies like Reece’s can save the day as we have the product range and departments to adapt your event to any given circumstance at short notice.

If you plan for the best but have a backup you’ll be able to enjoy your day and if the unexpected happens, you’ll be ready. 

Arm People with Info:

Set expectations for your guests.  Will your event be outside for 6 hours in the middle of summer?  Give them a chance to wear comfortable clothes and pack some water.  Is your event on hilly or difficult terrain? Any event on the edge of a cliff face could be amazing but let your guests know about that so they can choose sensible shoes and some bring climbing rope.

Choose a Venue that will Accommodate a Sudden Move Indoors:

Having a venue that’s on board with a sudden move in case the weather turns sour may cost extra but having the rights to the space in case its needed may be just what you need.  Make arrangements for use of the back-up space in advance.  Be sure to let them know your intentions in advance, especially on the morning of your event. 

Use a Marquee:

Marquees are probably the best way to ensure your event will stay dry.  Don’t forget the sidewalls, heating, or fans so that your guests stay comfortable.  And your marquee will need lighting if your event goes on after dark.  Marquees are usually set up a day or two before the event so you still have time to style it.

Use Weather-Resistant Decor:

Are you having and event near the ocean? Instead of fabric-covered or cushioned chairs, choose something easy to clean and dry like wood, plastic or metal that can also handle a bit of water.  Choose centrepieces and theming which can stand up to windy conditions that are not easily blown around.

Add Comfort Boosting Features:

Make it a point to have items that enhance your guest comfort on hand and it will make you look like a professional.   Consider stocking mini fans, bottles of water, sunscreen, umbrellas, bug spray, and sunglasses depending on the time of year.  Have someone hand them out to guests as they arrive.  Flip Flops and Shoe Covers are great for hilly, dirty or muddy terrain.

Avoid Venues With a lot of Dirt:

If it rains, mud could be a serious problem for both guests and vehicles.  Try to avoid areas with too much exposed dirt, as it will turn to mud if it rains and can be dust in the eyes when the wind blows.  Can’t avoid it?  Get some wood chips and hay.  Spread the wood chips to stabilize the soil, then spread the hay around over the mud to create a clean layer for your guests to walk on.

Have a Backup Plan for Photos:

Brides and photographers, this tip is especially for you.  On your wedding day, wedding photos are usually taken outside.  But this tip can apply to any event that includes a guest or guests of honor and any portraits or group photos.  Scope out the venue for indoor photo locations or check for nearby locations if you don’t mind a short travel.  Museums, public spaces, and university campuses make for great indoor photo locations.  Just be sure to check in advance for permission. Staying outside? Offer your guests fun umbrellas or have your bridesmaids wear rain boots for your photos. Making the most of the day and enjoying the weather will give you some great memories and help with the overall feel and attitude of the day.

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