Worried about the weather for your outdoor event?

Find out how to weatherproof your big bash to keep your guests smilingOrganise a rain contingency plan for your event

Every outdoor event is at the mercy of the weather, particularly here in Australia.

It can be perfectly fine one day, with torrential rain the next. You can also face challenges like heatwaves, extreme UV levels, and high winds.

So, how do you prepare and save yourself the stress of an unexpected change in the weather?

Have a wet weather contingency plan

If you’ve spent months planning your perfect outdoor event, the last thing you want is to have to cancel because there’s a high chance of rain.

The best thing you can do is plan for rain from the start, making sure you have plenty of covered space like a pavilion, marquee or tent to keep your guests safe and dry.

It’s important to consider whether you’ll need the covered space to house your entertainment.

For example, if you’ve planned an outdoor cinema or stage, you may need a tent that has the height and depth for that kind of display.

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You may need to have additional wet weather equipment on hand like ponchos, umbrellas and slip-proof safety mats to help people as they arrive and leave your event.

If you have stall holders, musicians, kids’ rides or food trucks, you’ll need to communicate your wet weather contingency plan with them up-front, because some may be unable to operate safely in bad weather.

Make sure you understand their cancellation policies so you don’t get any nasty surprises at the last minute.

Our Regal 4 Marquee in frosty weather at Falls Creek

Prepare for temperature changes and UV rays

If you’re organising an event that runs from day to night or across several days, it’s a good idea to prepare for significant temperature changes so your attendees stay as comfortable as possible.

This means providing plenty of shelter and heating for cold nights while providing shade and cool-down areas when it’s hot.

Our tents are excellent for keeping your guests comfortable because they’re made of thick, robust material that insulates against extreme temperatures.

And, our reinforced design ensures they stand strong against wind and rain.

You should also think about providing your guests with blankets on frosty evenings, and make sure you keep water and ice plentiful on hot days.

If you’re having a daytime outdoor event, you’ll also need to protect people from extreme UV exposure.

The SunSmart website has a great checklist to help you get the systems and amenities in place to protect staff, volunteers and patrons from sun damage.

This includes providing enough shade and making sure sunscreen is available.

Don’t forget wind gusts and thunderstorms

High winds and electrical storms can wreak havoc on the best-laid plans.

If safety is a priority, no other marquees, big tops or tents can surpass ours for strength and wind rating.

In 2007, we worked with the NRMA in Sydney to provide rain protection for 400 de-roofed houses during freak winds and storms.

Our tents were used for rain and wind protection while roofs were retiled

Monitor the forecast

Once you’ve got your contingency plans in place, keep an eye on the weather forecasts as far in advance as possible.

The Bureau of Meteorology gives seven-day forecasts for most areas. Some other sites can give longer-range forecasts, but they can be unreliable.

The closer you get to your event, the more accurate the forecast will be. If big storms are a threat, keep an eye on the radar and warnings for a minute-by-minute check on where the storm is heading.

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In summary

Many places in Australia can experience four seasons in one day, so it pays to be prepared for your next outdoor event.

Having a wet weather contingency plan could be the difference between running a successful, profitable event or a washout.

From giving attendees ponchos and blankets to providing plenty of shade and sunscreen, make sure your show can go on – whatever the weather.

How about you?

How do you plan for bad weather?

Talk to us about your next event