Planning an Outdoor Corporate Event: 4 Contingencies to Have in Place 

Hosting a corporate or brand event outdoors practically plans itself.  You’re taking advantage of the natural beauty and amenities that outdoor spaces and venues offer, leaving you focused on the important job of delivering an impactful message to your guests.  But with outdoor events, you accept the risks of weather-related challenges. Here are four ways to be ready for any unforeseen circumstances.

4 Contingency Plans for Outdoor Corporate Events

1. Bring the outdoor vibe inside 

Any event organizer will tell you to have an indoor backup plan. But don’t simply move your guests inside. Find clever and creative ways to execute your outdoor event indoors. For instance, if you plan an event overlooking a golf course, consider having a golf simulator available to engage attendees and surprise and delight. If your cocktail party is poolside, plan for a water feature inside for added ambiance. Bottom line: if your guests are looking forward to a unique outdoor experience, don’t doubly disappoint them when they must move inside and have nothing to engage their senses.

2. Lean into the weather you get

Obviously, if there is a safety concern, moving your event inside is the only option. However, if the conditions are just less than ideal – a little cloudy with a chance of showers, a little warmer or chillier than you wanted, or someone turned up the humidity – there are other ways to make your guests more comfortable. Plan accordingly with branded weather gear and swag. This accomplishes two things: it shows thoughtfulness and adds value for attendees, which builds positive sentiment and creates a touchpoint for continued brand awareness well after the event is over.

3. Help attendees and event staff prepare

Another way to show your audience you’ve put thought into planning is to help them prepare as well. If your guests are traveling from out of town, consider providing them with information about the weather in advance. You can include details about seasonal patterns and average temperatures or even send out an email with an updated forecast a few days before the event. This will not only help your guests, but it will also enhance their trust and loyalty to your company or brand.

For event staff helping you execute the event, make sure they are prepared for the multiple scenarios an outdoor event can bring. By providing adequate training and materials, you can assign specific contingency plans for staff to follow and ensure they are prepared to respond. For example, one group can help arriving guests exit their cars with umbrellas, while another watches out and warns for slick spots in the lobby. When you don’t have to engineer these details in the moment, executing contingency plans is a breeze.

4. Have follow-up plans if attendance is low

You can’t predict the weather, and you can’t predict how it will affect a guest’s decision to attend your event. Those who previously RSVP’d yes may make a different last-minute decision if the weather doesn’t cooperate. Don’t be discouraged, but do have plans in place to reach out to them post-event to deliver the message the event was meant to. Let them know other ways to connect and engage with your campaign, or personally invite them to the next exclusive event.

Event marketing is only as impactful as the experience you give your audience, and outdoor experiences can be heavily impacted by the weather. Planning for contingencies with support from your event staff can turn a little rain into sunshine on behalf of your organization or brand.

ATN Event Staffing delivers top-tier talent to represent your brand directly in front of customers. Our expertise makes the hiring process of a professional event marketing team seamless and integrated for corporate meetings and conferences, brand activations, and promotions. With over two decades of experience, our partners have come to expect high-caliber solutions and exceptional customer service.