How to Plan for Rain at Outdoor Events?

A group of people using umbrellas at an outdoor event in the rain.

Anyone from Manitoba (or Canada, for that matter) can attest that we love to take advantage of the good weather when we can – which is why outdoor events are so popular! From festivals held during the warm days of late spring to evening galas under a summer night sky, everybody in the province gets excited about the prospect of an outdoor event.

Winnipeg is also a city with unpredictable weather, which means those magical outdoor events carry the risk of unexpected inclement weather. Organizations may want to host an outdoor event or session, but worry that the meeting they’ve spent months planning to perfection could be thrown into chaos at the last minute.

Now, we’re not saying that the entirety of every event between June and September needs to be hosted outside, but if you are dreaming of an outdoor event or having outdoor elements during an event, don’t shy away based on the weather.

Keep reading to learn how to prepare for rain during outdoor events!

Select a Venue with Indoor and Outdoor Areas.

Many venues have both indoor and outdoor capabilities. If this is the case for your venue, your event will likely be well-protected, regardless of the weather.

During the pre-production process, make sure to ask your production team and your venue contact about the process of moving any outdoor components inside. If you’re already using some of the spaces for indoor sessions, this may result in changes to the set up, or additional event labour and gear to make quick changes to the space . Alternatively, if you weren’t planning to use the indoor space at all, there may be different equipment needed than what you were planning to use outside.

Find out how far in advance of the event you’ll need to make any decisions regarding moving the event inside. Some venues and production teams may need several days to make these changes, based on the size and scope of the event, while other events may have more flexibility.

Consider a Backup Venue.

If your event venue does not have an indoor space and you’d like to avoid the possibility of rain or bad weather complications altogether, you may consider booking an offsite backup venue. This will guarantee that your event is relatively unimpacted, regardless of how severe any weather conditions are.

However, having a completely separate area can be a costly option. Instead of one venue fee, there is now a second cost, not to mention any associated fees or different equipment that is needed. It can also lead to additional logistical challenges as any vendors, like caterers, decorators, and rental providers, will need to be made aware of the change in location. A last-minute change in location will need to be communicated to all attendees to make sure nobody ends up in the wrong spot.

Create Covered Areas

An outdoor set up with two projectors by a covered awning.

Rain doesn’t always mean an event can’t safely or enjoyably continue as planned. In fact, it often can!

Utilizing extra equipment, such as tents, gear covers, and more, will allow attendees to still enjoy their experience while protecting the equipment being used for the event. The crew can stay covered under a tent or overhang, ensuring that electrical equipment stays dry and undamaged, and that the crew is able to safely and effectively operate it. Meanwhile, attendees can have the option of staying dry or enjoying the event in the elements!

These simple solutions are typically very cost-effective and allow you to keep your vision for the event intact, with minimal changes to the overall experience.

A large screen with Winnipeg Jets banners during the Whiteout Party during the playoffs.

Take Safety Precautions.

In the event of rainy, or even stormy, weather, your event production team is an important resource in determining if a show can safely continue outside and what precautions, if any, need to be taken.

At outdoor events produced by our team, we set up a weather monitoring station so that we are able to assess a variety of factors, like windspeed, rain, thunderstorms, lightning, and other unpredictable weather conditions. We also have an extensive list of safety protocols to follow for each of these situations, ensuring that we’re protecting our clients and our team.

When booking a production team for an outdoor event, make sure to ask them how they handle inclement weather and what their safety procedures are.

Part of the Experience.

As kids growing up in Canada, we didn’t let a little rain keep us indoors. In fact, sometimes playing outside while the rain fell was part of the fun!

Live events are all about creating memorable experiences, and while the idea of a rainy outdoor festival or fundraiser may be daunting, it certainly is unforgettable when it happens. There’s something about attending an outdoor event while there is a light drizzle, dancing in the rain next to strangers and friends alike, and not letting the weather ruin a great day that is fun, exciting, special, and uniquely Canadian.

So if the rain does start to fall the morning of your outdoor event, don’t panic! It’s something you, and your attendees, will love telling stories about for years to come.

A group of attendees cheering in the rain during an outdoor event

Are you ready to start planning your outdoor events for this summer and fall? Contact the AVentPro team today at [email protected] or call us at (204) 226-5565.