Planning won’t stop the weather from turning, but it can make things a little easier to manage when it does.

The dates of the event aren’t always within your control, but it still pays to keep an eye on the weather forecast. You need to know what to expect, be it a bright sunny day, high winds, or torrential rain.

If you know what’s coming, you can adapt and avoid a last-minute rush. Remember, though, the forecast can change. Seven-day forecasts are accurate roughly 80% of the time, increasing to 90% for three-day forecasts. It’s a high probability, but there’s still a large margin for error, and it’s not worth the gamble.

Drill your staff, making sure they’re ready for all eventualities. If a storm hits, you don’t want them clambering around, asking questions, and trying to figure things out. They should be ready to act quickly and decisively, showing attendees that they know what they’re doing and are in good hands.

If there’s a chance of rain, erect a tent that can keep your guests sheltered and protect any electrical equipment. For high winds, tie down anything that can blow away. Even bright sunny days need some careful fore thought, as you don’t want your guests to spend hours indirect sunshine.

Certain weather events can put your employees and attendees at risk of harm. Considerations include:

Once you’ve considered all aspects of the event, you need a contingency plan—what will you do if the weather turns?

Even in the middle of summer, you can’t guarantee clear days and beautiful sunshine, and if the skies open, you don’t want your guests sitting around getting wet.

Find a sheltered space where you can usher them when it starts raining. It could be a nearby building—get permission from the owners in advance—or a tent. It may not need to shelter them long-term, but you must be prepared just in case.

Plan for every eventuality and communicate your plan with your employees. It could mean collecting chairs, equipment, and food, taking everything inside when it starts raining, or handing out water or sunscreen when things heat up.

Plan to the last detail and train your staff to respond quickly and professionally.

It might not be feasible to reschedule the whole event, but there may be elements that you can restructure, postpone, or cancel. For instance, if you’re planning outdoor games and it starts raining heavily, bring them inside or offer alternative entertainment. If you’re cooking food over an open fire, put it on a grill instead and serve the meals inside.

Keep your guests informed about everything that you do. Choose one or two members of staff to act as spokespeople and either announce event changes to everyone at the event or instruct other employees to go from table to table telling guests what’s happening.

Social media and group chats are also a great way to keep them informed. They won’t help you much during an emergency announcement, but they’ll give you an outlet to communicate weather forecasts and potential event changes long before disaster strikes.

Don’t leave them in the dark. If it starts raining and a squadron of uniformed employees begins moving equipment and rushing guests indoors, it’ll cause confusion and kill the mood. Your guests will understand that the weather is out of your control, and if you communicate schedule changes clearly and endeavor to find a solution, they’ll stay on your side.

All major events should be insured, protecting you against unforeseen circumstances. It’s still a nuisance if you’re forced to cancel, and there may be reputational damage and some indirect financial loss, but most losses will be returned, and you won’t be left out of pocket.

Insurance will also protect you against liability claims. This is especially important during outdoor events, where the risk of accidents from weather events—wind, rain, storms—and hazards is much greater.

The event is nearing, and while you were anticipating great weather, you’re now warned to expect showers and windy spells. It means your employees are going to be overworked, switching between performing their usual tasks and preparing the contingency plan.

You need some backup staff. They’ll take the burden off your current employees and can ensure the event goes without a hitch.

On-demand workers can help. Available through GravyWork, these professional, qualified staff members are equipped with various skill sets and are available to hire in a few simple steps. They’re fully vetted and insured, so you just need to post a job, find suitable employees, and hire them.

You can do all of this through our platform. It takes a couple of minutes to sign up for a business account and post a job, and as 95% of jobs are filled within 24 hours, you don’t need to put your plans on hold.

We even have a dedicated Account Management team on standby, and they can help you to staff a job if you’re struggling.