Tip #26: In Case of Bad Weather…

In Tip #18, we talked about having a weather back-up plan when your event is outside. However, even if your event is inside, you still have to consider how bad weather will affect your guests, and ultimately, your attendance numbers.

1. How are guests arriving to the event? If they are driving in or riding in motor coaches, is the pick-up and drop-off area covered? Talk to the Venue. Sometimes the Valet staff carry an inventory of umbrellas. If they don’t, consider designating someone on your event staff to escort guests from their vehicle to the front doors with an umbrella. Or organize a covered transfer from the parking lot to the venue. Your guests will remember this extra touch, and greatly appreciate it.
2. Is the entrance covered? When your guests arrive, are they making a line outside before the doors open? Is there an indoor waiting area available? If an indoor waiting area is unavailable, consider renting large wind-resistant umbrellas and place them along the outside line. If it’s cold, rent outdoor heaters.
3. Gift something useful. If you know your event is in a weather-moody location, consider gifting something useful in advance of the event. If your guests are all staying in a hotel, this can be organized quite easily with room deliveries. If not, you’ll probably have to mail the gift. When I say useful gifts, I’m talking about umbrellas, mittens, scarves, ponchos, etc. It can be quite the branding opportunity for the hosting company or for sponsors too. Imagine everyone walking in to the event in your sponsored logoed ponchos?
4. Is it safe? Are the walkways safe from the drop off location to the front doors? Do you need to hire someone to shovel snow or keep the area clear?
5. Add a Coat Check. If you’re forecasting poor weather, add a coat check for guests to check in jackets, umbrellas, ponchos, and other items they do not want to keep with them during the event.

Once you’ve thought about every detail, promote how weather-safe your plan is. Note it on the invitation, send an e-mail blast, make an announcement at the General Session, or post signage. You’ve put in great effort to make your guests’ arrival experience comfortable. But if they don’t know, they might just decide to skip it when they see the rain or snow is coming.