By Jeff Caldwell
Nobody has to tell you that this years weather has been crazy. From spring snowstorms to surprise heat waves, you never know whats going to happen nextand, when youre an event planner, this makes planning outdoor activities tricky.
How can you decorate outside spaces in a way that creates a consistent experience, no matter what the weather does? What decor choices will work whether its raining, shining or hailing? To help answer these questions, heres a look at some of the most important tips to remember when youre decorating for outdoor events:
- Prepare Guests Ahead of Time: Hosting a wedding in a grassy field? Holding a corporate event in a barn-turned reception hall? Prepare your guests expectations by suggesting flat shoes for the wedding and a casual dress for the barn party.
- Choose Weather-Resistant Decor: Because you cant count on the weather to do what you expect on your event day, choose decorating options that are adaptable to various weather changes. Instead of cushioned chairs that will soak up rain, go with steel or plastic seating that is easy to clean and resistant to weather damage. Instead of lightweight flower centerpieces that can easily blow away in the wind, add anchors to the vases that will keep them cemented even if its blustery outside.
- Add Comfort-boosting Features: As you already know, its often the little touches that make all the difference between an event that feels ho-hum and an event that feels special. In terms of weather, wow your patrons by taking extra steps to account for potential discomforts. On hot days, hand out mini fans, water bottles and sunscreen. If its raining, hand out umbrellas to people who are running to get their cars. When an area is hilly and potentially hard to walk through, have baskets of disposable flip-flops available for guests to grab.
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- Make a Plan B: Should inclement weather threaten to ruin your event, its good to have a backup plan. Whether this means moving your party indoors when its raining or putting up a big tent if its especially hot, knowing that you have another option is sure to calm your nerves, not to mention protect your event when unexpected weather changes strike.
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While this isnt always possible with budget constraints and size of events, says Matt Walker at Endless Entertainment, having a place nearby in the back of your pocket that you can transfer the essentials of your event to in case of rain or bad weather can allow you to continue with the most important aspects of your event at a safe location.
Like it or not, you cant guarantee what the weather will be like on a given day, no matter how strategically you schedule things. Protect your guests and the success of your event from unplanned weather issues by following the tips above! By setting the right expectations, adding shade structures, choosing the right decor, adding comfort features and having a plan B in place, you can rest assured that everything goes according to schedule, even when unexpected weather makes it feel like it doesnt.
Jeff Caldwell is Brand Manager of Superior Shade in Carrollton, GA. Superior Shade provides custom umbrellas and other shade structures to fit your outdoor space.
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