If you're organising your own event, you'll know that its success can depend on the weather. It's even trickier when you're planning it in spring as this unpredictable season can give us all a glimmer of hope that the frosty conditions are behind us, and then minutes later you could be dealing with heavy snow or even lightning. To help prepare for adverse weather conditions and keep your event running smoothly, here are five tips to weatherproof your outdoor event.
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Take a proactive approach and not a reactive one by following these five tips:
A risk assessment should be part of your repertoire, as health and safety provisions should be of utmost importance when it comes to planning your event, especially if it's outdoors.
It's your job to put systems in place to protect your employees who will be making sure the event runs smoothly, as well as your guests. This is so that you are able to efficiently put relevant systems in place so that even the unlikeliest of weather-related scenarios can be dealt with swiftly.
Also, keep first aid kits on hand but in the case of unpredictable weather, it will be beneficial to have medical cover at the event. This is the crucial first step, as your findings here can help you further weatherproof your event.
If the event simply has to take place outdoors, then consider hiring tents or marquees to act as an outdoor shelter for your guests. They are a good way to protect against unforeseen weather and having to switch your guests to other locations.
It can protect them from heavy rain and winds because of the durable waterproof materials. Some even feature heaters or air conditioners to keep guests and employees warm and comfortable if there is a sudden change in weather and it becomes cold. These temporary and portable covers provide everyone with a comfortable, heated surface and eliminates the threat of inclement weather.
While a cover solution like a tent is a good first option, you need to consider adding extra measures such as the type of flooring your guests will be walking on. If the weather is sunny and clear then it might be hazardous, but as spring weather can turn at the flick of a switch, implementing secure flooring on the walkways will keep everyone safe.
It's important that you purchase or hire secure flooring because it can help prevent slips if the heavens open and rain begins to pour down all over your event. Without secure flooring which protects the walkways, your guests will be more prone to slipping and potentially suffering from injuries.
Simply knowing that your venue is suitable for your event isn't enough to avoid major issues, especially if you throw unpredictable weather into the mix alongside potentially large numbers of people. While you and your employees might know where everything is at your venue, not every guest is going to know.
A useful tip is to install clear and frequent signposting, regardless of the weather conditions. This is particularly helpful for both attendees and on-site staff as it reduces the risk of chaotic crowds if and when they need to be directed towards other areas which are protected from sudden weather changes.
Finally, make sure you're in a position where you can accommodate guests and staff with waterproof equipment, whatever the weather. If the weather is supposed to be good, then not every guest is going to come fully-prepared for the worst and come along with waterproof jackets, bodywarmers or even ponchos.
Instead, purchasing these from a trusted supplier shows you're putting your staff's convenience and safety first by giving them clothing to keep them warm and dry. However, if bad weather such as rain is persistent, then you should also have an area of shelter ready to be used if necessary - for employees and attendees.
By following these five tips, you'll be in a much better position when it comes to weatherproofing your event regardless of the weather conditions you face.
Want to Find Out all About Spring Workwear Essentials?
Download a FREE copy of our spring-dedicated Workwear Buying Guide, which is also available for the summer, autumn and winter seasons too. The spring guide outlines the average UK temperatures for each season, the inherent dangers you need to protect against and how to clothe yourself and your workers to best defend against outdoor dangers.