6 Event Tips to Prepare for Dangerous Weather

Living in the beautiful sunshine state gives us the opportunity to host all of our Orlando team building activities outdoors, however, with Florida weather’s fickle nature, not all events go according to plan. If your team building event is interrupted by severe weather this summer, your first priority is protecting your guests and the event’s staff. Here are 6 event tips to help prepare your organization for unexpected dangerous weather.

  1. Have a contingency plan. Planning for uncooperative weather should begin months before the actual team building event. Have a backup plan as to what you can achieve in case the event does get pushed indoors. Also, have a disaster plan drawn out that contains local law enforcement’s, security’s, medical professionals’, and your PR staff’s contact information in the event of an emergency.

  2. Monitor the forecasts. Monitor the weather for a few weeks prior to the event and see how consistent weather fluctuations are. Use the National Weather Service forecast, the Storm Prediction Center, and the National Hurricane Center for accurate weather information. You could also invest in a private forecaster for the event, they’ll pinpoint your exact location and consider the weathers influence on newby bodies of water or other landmarks. Also, consider looking at the previous year’s weather forecast for the day of your team building activity.

  3. Have a designated decision maker.  Outside of emergency services, have your decision maker decided so if/when a weather emergency occurs, the designated decision maker can take control of your Orlando team building event. Having this position predetermined is essential. Your evacuation or other plans will work better if the attendees are not all standing around, arguing about who should be in charge.

  4. Consider weather when selecting a venue. If you want to host an outdoor event, by all means, you should. However, keep weather in mind and make sure there is a nearby shelter in case of a weather emergency. If not a nearby shelter, at least consider how closely cars can be parked to the event so you can pack everything and everyone up quickly.

  5. Provide shade. Not all severe weather involves rain. Severe heat is a major concern in Florida. Have covered areas where your team can cool down. Make sure that your event is equipped to deal with heat by stocking it with hats, sunscreen, and plenty of water.

  6. Secure all mobile structures and tents. If you’re dealing with high winds, you’re going to want to bolt down any temporary structures, such as tents and inflatable objects.

During your event, safety is of the utmost importance. For your next Orlando team building activity, consult the experts at Fun Planners. We’ll help you plan and set up the perfect team building event that is not only safe, but memorable as well. Share this post to help educate your organization’s management of the importance of proper weather planning.