You know you’re supposed to have a plan B (and a plan C, D, and E), especially when you’re throwing outdoor events during Florida’s summer. But sometimes you overlook backup plans, like what to do if the caterer is late, or if the electricity goes out — or if the rain comes pouring down? Take a look at these tips for what to do if it does indeed rain on your parade.
If It’s: 12 Hours Beforehand
Let’s say you wake up on the morning of your event expecting beautiful, sunny weather, but surprise — it’s overcast and cloudy, and raindrops are already dancing along the pavement! First, check if your location offers an outdoor pavilion or if you are able to rent a last-minute party tent. Then, check to see if your location offers an indoor space that you could move the party into if the weather worsens.
If It’s: Only 1 Hour Beforehand
If the party is one hour out and the sky suddenly transforms from crystal blue to stormy gray, first ask yourself if you have enough time to come up with a backup plan. If your location doesn’t have an indoor option, assign a member of your team to call local businesses or recreational centers to see if someone is available to host the event. If you’re unable to find a new location and the poor weather continues, you might have to alert your guests and team that’s it’s best to reschedule.
If It’s: Raining in the Middle of Your Event
At this point, you have two options: either send your guests home or embrace the rain! Evaluate your party’s theme, atmosphere, and guests before diving into the wet weather. If you plan to reschedule, encourage your guests to come back out by offering a coupon or discount for the new event.
The Golden Rules
No matter what you decide to do, it’s important that you continue to update your guests throughout the day! As soon as they notice the weather declining, they’re going to wonder if your event will still happen — or if it’s worth it for them to travel in bad weather. Consistently update guests through emails and social media to let them know your new location or the new date.
Most importantly, take this event as a lesson in the importance of developing solid backup plans. The next time you plan to be outdoors for a Florida corporate event, even if it’s in the winter or if there’s seems to be no chance of poor weather, make sure you plan for the worst case scenario! If you have any questions about proactive event planning, our delicious catering services, or the entertainment we offer, contact us today!
