Mother Nature: The Ultimate Event Planner

Weather's impact on events.

Where was this sunshine that we are seeing and feeling today over the weekend?   The rain, cold and wind put a damper on a number of events on Saturday and Sunday.  Once again, Mother Nature proved that she is the ultimate event planner.  She has taught me three big things over the course of my 21 year career: I can not control her, I can always plan for her and sometimes, regardless of what I think the alternative plan is, she has another idea.

Outdoor events in May are always a little ify.  Some days it’s sunny and 80; others it is 38 and rainy.  Most of the time, we catch a break and don’t have terrible weather two days in a row.  I can’t count the number of event set up days I’ve had in the pouring rain only the have the event day be sunny and gorgeous. 

You have to learn to plan for all of the alternative options.  Do you have a rain date, can you tent, do you need to add a floor, do you need heaters or air conditioning, how do you communicate to your guests or the public the changes is your event?  What happens if you cancel the event?  Do you still have to pay your vendors the full rate? (Most likely, yes.) There are so many things to consider but it pays off if you think ahead and plan for the inevitable.  

Ultimately, it comes down to this… you can’t control Mother Nature, you just have to figure out how to work with her and some days you just have to roll with her plan.

Elizabeth McGrath May 18, 2011 at 02:12 PM
...well...Mother Nature is definitely in charge! Rotary's 10th Annual Barrington Community Kite Fly - scheduled for Saturday May 14 (Rain Date: Sunday May 15) - was cancelled due to weather...the first time we've cancelled...ever. The real shame of it is that this year, in addition to giving away free kites, we planned to serve lunch, sell Raffle Tickets for 7 great prizes, twist balloons into animal shapes, toss bean bags, paint faces, provide DJ music, and lead tours through Barrington's wonderful Citizen's Park. Instead we took a pass, disappointing hundreds of eager kite flyers and dozens of Rotary volunteers. Barrington Rotary will host the 11th Annual Barrington Community Kite Fly Saturday May 12, 2012 (Rain Date: Sunday May 13)...and we're well aware that Mother Nature: The Ultimate Event Planner will be in charge in 2012 also. Elizabeth McGrath - Secretary - Barrington Breakfast Rotary Club
Elizabeth McGrath May 18, 2011 at 02:24 PM
...and this year, for the first time, Rotary had a partner charity...Barrington Area Special Voices (BASV)was sharing in the volunteer responsibilities and was to be receive 50% of the funds generated from the Raffle Ticket sales. BASV is a "...not-for-profit organization that supports children and families with unique needs in the greater Barrington area." There are over 1,300 special needs children in the Barrington area and BASV "...provides resources, advocacy and support and improved educational and social opportunities for children with unique needs." More information is available at www.baspecialvoices.org.
Kristen June 06, 2011 at 02:54 AM
This is a very salient point and thank you for making it. Sometimes an event planner can get caught up in the ideal fantasy of how their event will unfold. Back up plans, especially when weather can have a say in the outcome, are as important as anything in this industry. -Kristen Founder Venue Scout, Inc.


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