You’ve been planning an incredible outdoor tented event for weeks or even months, everything is just about ready to go, and then boom – rain hits the forecast for the day of your event. What should you be doing in response?
At In The Event, we’re here to offer not only a huge range of event rental products that includes party tents and other outdoor accessories, but also to provide event planners and event management solutions for event needs around Utah. All is not lost if rain shows up on the forecast for your tented event – not even close! Here are some basic tips on how to maintain a fantastic event with a few basic tweaks.
If you’re using high-quality tent materials like the kind we offer at In The Event, you won’t need to be concerned with moisture making its way into your event from above – everything will be covered. However, rain does not just come from above – it can also come up from the ground if there’s not proper event flooring in place.
This is especially important for outdoor events where the ground may be soft or uneven, making it more susceptible to water pooling and creating a muddy mess. If rain is in your forecast, make sure to add a flooring option to protect your event from Mother Nature’s unexpected surprises. You might consider adding a raised platform, interlocking tiles, or even a simple tarp to keep your guests’ feet dry and the overall atmosphere of your event intact.
While rain may be the most obvious threat to an outdoor tented event, there are other elements that can put a damper on your plans as well. Wind and extreme temperatures can also be problematic for an outdoor event, so make sure to have a backup plan in place.
This could mean having portable heaters or fans on standby, as well as securing any loose items or decorations that may blow away in the wind. You may need to have weights to use for securing tents and other structures, or even contingency plans for moving the event indoors if necessary.
The key to handling any unexpected weather situation at an outdoor event is communication. Make sure to have a designated point person who can communicate with all relevant parties and keep everyone informed of any changes or adjustments that need to be made. This includes guests, vendors, and staff members.
In addition, make sure to have a clear and concise plan in place for addressing any weather-related issues that may arise, such as moving the event indoors or adapting the schedule. Keeping everyone informed and on the same page will help minimize any chaos or confusion that may occur.
As much as we may try to prepare for every possible scenario, sometimes the unexpected still happens. That’s why it’s always a good idea to have some towels on hand at an outdoor event in case of rain or other weather issues. This can be especially helpful if guests need to wipe down wet seats or walkways, and can also come in handy for cleaning up any spills or messes that may occur.
Depending on the setting and surroundings of your outdoor event, guests may have to walk through wet or muddy areas to get to the main event space. Be prepared for this by having a designated area with umbrellas or ponchos available for guests to use as they arrive. This not only keeps them dry but also adds a thoughtful touch and shows that you have planned for potential weather concerns.
You may also want to consider having a few extra pairs of shoes on hand for guests who may have forgotten appropriate footwear for wet conditions.
While rain and other unexpected weather events can certainly throw a wrench in your plans, they don’t have to ruin your outdoor tented event. By following these tips and being prepared with the right equipment and communication strategies, you can still have a successful and enjoyable event, rain or shine.
At In The Event, we understand the importance of planning and preparation for outdoor events, and our team is dedicated to providing top-notch event solutions and products to help make your event a success. Contact us today to learn more about how we can assist you with your next outdoor tented event in Utah.
