Event Weather Plan: Budgeting for the Weather During Your Outdoor Event

Concert hall with lights.

A lot goes into planning an event. If you’re an outdoor event planner, you know the success of your hard work relies heavily on ideal weather conditions. Weather plays a large part in both the budget and the time it takes to plan an outdoor event. Coordinating the moving parts to ensure a successful event leaves little room for added stress and worry of losing revenue if bad weather happens.

The smartest decision an event planner can make is to create a back-up plan. Having a contingency plan for weather gives you peace of mind that if a weather event occurs, your event’s budget, bottom line, and reputation aren’t left out in the cold (or rain or snow). A Vortex Weather Insurance policy helps protect your event from increased expenses or loss of revenue caused by the negative effects of unpredictable weather conditions, like excessive heat, excessive cold, rain, snow, or a combination of elements.

By including Vortex Weather Insurance in your event weather plan and budget, you can focus on the many details needed to produce a successful outdoor event while we focus on the weather.

How to Make An Event Weather Plan

If your outdoor event weather plan is hoping bad weather doesn’t happen, then you don’t have a plan. Getting caught unprepared can result in a bad experience for guests or customers, which may cost you sales and repeat attendees. A weather contingency plan can prepare you for unexpected challenges and help to maintain a strong balance sheet and a positive reputation with guests and vendors.

Below are four steps to creating a weather plan:

1. Know Your Weather Probabilities

You aren’t a weather expert, but knowing what weather risks your event is up against is an important step in developing a weather risk management plan. Research what the weather has been like in the past for your event’s location and time of year. This will give you a better understanding of how likely it is for a weather event to occur and how your attendees could be impacted directly or indirectly.

Vortex understands weather, and we work with experienced meteorologists with weather expertise that spans the globe to determine risk based on factors like event location and historical weather data. We pair their knowledge and tools with our seasoned team to develop diverse options tailored to your outdoor event’s specific needs. Together we help you understand the costs of both weather and insurance, so you have the insight to minimize your event’s risks.

2. Brainstorm a Contingency Plan

Now that you know the inclement weather you may potentially face, you need to create a back-up plan. A weather contingency plan should be easily, effectively, and affordably implemented, if necessary.

Here are a few of the things that event planners should consider:

Product for guests
In the event of bad weather, planners should consider what guest will need to feel comfortable at an event, like:

  • Cooling stations
  • Ponchos / umbrellas
  • Water stations
  • Blankets
  • Warm beverages

Equipment protection
You want to protect the equipment that goes into putting on a successful event-from lighting and sound equipment to your planning list can help make sure your investments can be used for many events to come.

Back-up location
The safety of guests, attendees, and customers should be your number one priority, and taking precautions early can help protect everyone during your event. Outdoor spaces can create the perfect event, but make sure you have a contingency plan in case of unpredictable weather. This may require putting a deposit down at an alternative venue or holding a rain-out date.

3. Create a Two-Part Communication Plan

Confidently and consistently communicate with your vendors, sponsors, employees, and attendees when there are potential changes due to weather. By proactively sharing information, everyone involved can feel informed and empowered to make decisions and settle confusion that may arise leading up to your event. Here are two types of communication plans that every event planner needs

Attendee communication plan:
Everyone has access to the same weather radar — so if there’s rain on the horizon, guests may already be considering skipping an event. Event planners need to communicate what their severe weather plan is to guests so that they can make more accurate decisions (and possibly still attend the event despite the forecast).

Employee communication plan:
Create a tangible document for employees and vendors that outlines exactly what will happen in the case of a weather event and who the designated decision-maker is. This way, everyone from the water station attendee to the stand-by tent company knows what’s expected of them if the worst happens. This can include moving to the back-up location, evacuating guests if needed, and even what type of shoes to wear.

4. Locate Any Gaps in Protection


Create a tangible document for employees and vendors that outlines exactly what will happen in the case of a weather event and who the designated decision-maker is. This way, everyone from the water station attendee to the stand-by tent company knows what’s expected of them if the worst happens. This can include moving to the back-up location, evacuating guests if needed, and even what type of shoes to wear.

  • A back-up power source
  • Accurate permitting
  • Alternative lighting
  • Emergency transportation
  • Adequate power distribution

You can be the most experienced and seasoned event planner, and weather can still make or break your outdoor event. A weather insurance policy from Vortex helps protect your bottom line against the negative effects of excess heat, rain, cold, or a combination of elements. Our process is simple, straightforward, fast, and on your terms.

You can’t predict the weather, but Vortex can help protect against it. Start with a quote today.

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