Contingency Party Planning
How to outsmart Mother Nature when planning an outdoor special event
The outdoor special event comes with many of its own unique challenges, including the biggest wild card: the weather. When you’ve planned a fabulous special event to take place outside and the forecast calls for rain, what do you do with the décor lighting and audiovisual — neither of which is resistant to the weather elements?
The first option is to move inside and modify your overall design. Nine times out of 10, the lighting and AV you had planned for outside use will also work inside. There are cases when the equipment list will need modification, but a professional event production partner will work with you and your team to make the best use of all that’s included in your contract.
The second option applies if you’re in a location such as a field or public park, which won’t afford you the ability to move inside. In this scenario, using a tent is a great choice. Although tents typically aren’t the most cost-effective option, they often are the only one.
Depending on the severity of the weather, and particularly if the ground is wet, most event production elements could be at risk for damage. If severe weather presents such a risk, schedule a meeting with your event production partner so you can discuss the possibility of rigging the lighting and AV elements on the ceiling.
Outdoor events call for a rain plan. Beyond recommends that clients and vendors work together so that the event production is a success regardless of what Mother Nature has in store.
Learn more about Beyond’s lighting solutions on the company website.