Planning for Rain
- Jason Broughton
- May 10
- 3 min read
North Carolina can have the best weather for outdoor events. However those bright and sunny moments, can be accompanied with light showers or afternoon thunderstorms in the same day and the last thing you want is you and your guests to get soaked! In theory, the simple plan of 'we will just move everything inside' should not be that difficult, but when you need to account for 100 people plus catering staff, photographers & videographers, furniture, food and band equipment, suddenly the simple plan becomes a logistical nightmare. But just because there is rain in the forecast, does not mean your event will be a washout!
Top Tips
When it comes to managing your outdoor event and planning around the weather, we have come up with our top tips in not only keeping your guests dry, but also saving you from having to pay for any water damages to your vendors.
If you have the Budget, Hire a Planner. The right planner will not only be able to make the tough call on when to move things indoors, but also take the stress and responsibility off you so you can focus on enjoying the celebration.
Say Yes to the Tent no matter the Weather. Tents do more than protect against rain. They can provide shade and a cool area for hot days, shelter from the wind with the sides down and warmth from the cold when you add heaters.
Over Estimate Tent Size. We know this one may hit the budget hard, but often times when planning a DIY event, hosts forget about 'elbow room' and vendor needs. The last thing you want is guests to feel like sardines with no room to back up chairs from tables, squeezing in between tables to mingle, room for caterers to man the buffet, the DJ with his equipment, etc. so if it's a choice between two tent sizes, go bigger.
Love your Rain Plan. When choosing a venue location, ask about the rain location and make sure you like it and will not be disappointed if your first choice is not an option. This way if the weather decides to downpour, it will not feel like your day is ruined at all!
Pick Furniture that is Safe for Rain. If you plan to have an uncovered, outdoor ceremony or cocktail hour, rain or shine, make sure the seating is safe to get wet, provide umbrellas and towels for guests to dry off. This way guests stay comfortable, you have magical moments even in the rain and you don't have to pay for water damages.
Better Safe than Sorry. If a planner or a large tent are not in the budget and it's a chance of rain through out the day, error on the side of caution and go with the rain plan. Too often we see wonderful weather all day until there is a 15 min. downpour right in the middle of the event and drenches everyone and everything. It is logistically impossible to move the entire party indoors once an event is in full swing, so better to go with the rain plan, have an uninterrupted party and things like food, flowers, furniture and electrical equipment does not get ruined by rain!
Communicate the Plan to Everyone. This is the job of the planner, so if you have one, amazing! However, if it's not in the budget, pick someone you trust to make the call and can execute it. Go over the rain plan well in advance of your event with this person, provide the details to all vendors who will be affected by shifting location and get contact phone numbers of those who will be present the day of. You will have less stress on your day knowing everyone is on the same page and you can reach the appropriate vendor team members when needed!
Whether you are planning a small baby shower for 10 people, a corporate holiday event of 50 or a wedding of 200 people, it's always best to plan for inclement weather. For more articles on planning for inclement weather, we recommend reading these blogs!
