Any event organizer who has planned an outdoor event in the past will know the success of the ticketed sales event – whether it’s a charity fundraiser, a sporting event or a music festival – is very much at the mercy of the elements. In the UK, they’re used to unpredictable weather conditions. Any rain or storm can make the meticulous planning of a major business event quite difficult. Irrespective of conditions, it’s important that you plan for every outcome. Without careful risk analysis, not only will your event suffer as a consequence, but you could end up jeopardizing the safety of everyone in attendance.
Consider Your Logistics And Layout
To ensure event safety isn’t compromised, it’s important to get your logistics correct from the very start. It’s not enough to know that your venue is suitable, especially if you want to avoid operational issues once your event has started. Poor weather can have an extremely detrimental effect on your event, but it can be alleviated if everything is effectively coordinated. This includes mapping out where the different elements of your event are taking place. It also means you need to know where your vendors are going to set up shop as well as how equipment is going to be transported to the site.
Your logistics planning should also include clear and frequent signposting. Not only will signposting be helpful for all the attendees, but it’s also great for onsite staff. Good signposting can drastically reduce the risk of chaotic crowds in poor weather conditions as it will allow staff and event-goers to calmly seek out covered areas to protect themselves from a sudden downpour.
Keep Staff Informed
Poor weather can compromise event safety and result in you having to change plans quickly. In order to ensure this goes off without a hitch, you need seamless communication models between the event planners and the event staff. Before attendees arrive at the event, it’s important to make the necessary provisions so that all of the on-site staff fully understand their role. Only through good communication with the staff can you keep the event running as it should, it also means everyone is well aware of the procedures in the event of poor weather. Good and open communication channels mean event organizers will be able to feed real-time updates to all the onsite staff, meaning the team are then empowered to react to unpredictable situations such as a downpour.
When it comes to outdoor festival planning, light and sound can be the difference between your visitors having a good time or a bad one. Get your lighting right, and it can have a powerful effect and transform a space into something unforgettable. Away from creating a spectacle, however, adequate lighting is also essential in ensuring event safety. Poor weather can result in low light conditions, and in these situations, it’s absolutely vital that walkways, exits and parking spaces are clearly illuminated.
It’s not always easy to ensure this is a reality, especially if you’re working away from easily accessible power grids. To make sure your corporate event idea has a steady electrical power supply, you should rely on an on-site generator. With a generator, you won’t have to worry about where the electricity is coming from, and thanks to the steady energy supply, the safety of the event won’t be compromised, no matter how bad the weather gets.
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