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March 19, 20203 min read

What to Do if Your Event is Delayed or Postponed: Prepare for Uncertain Weather

The only thing certain in today’s uncertain times is this: all events in the next month have either been cancelled or postponed.

That includes huge events like the Masters Golf Tournament, the Boston Marathon, and the Kentucky Derby — all of which are now pushed back until the fall. If you’re managing operations for this type of event, it’s a huge deal.

Now, you suddenly have to prepare to host an event during a month you’ve never hosted it in before, which will definitely have an impact.

For races, tournaments, and other sporting events that have historically been in the spring, coordinating for the fall is a completely different environment. You’ll be facing new weather conditions, including:

  • Temperature
  • Wind speed
  • Precipitation
  • Large storms like hurricanes
  • …and more

For example, the Masters now has to consider how rain and temperature at the Augusta National Golf Club will change the quality of grass on the course. Weather will also impact staffing availability, outdoor tent setup, food and beverage purchases, and much more.

This is an incredibly complex logistical challenge for your team during an unprecedented worldwide crisis. It’s daunting, but at least you have a few extra months to create a plan and ensure your event is a success.

And we’re here to help. Here’s what to consider as you prepare for your upcoming event during an entirely unknown season of weather.

Understand the weather impact

You know the weather will be different, but what aspects of your business will be impacted most? Make a comprehensive list of the new aspects of the event that your team will have to adapt, including:

Fan Safety & Experience

  • Plan for the expected weather and update stakeholders on operational plans in addition to communicating out to all ticket holders.
  • If there’s a higher probability of hail in this new season, for example, make sure to have a planned protocol to handle the possible safety risks.

Staffing & Equipment

  • Weather impacts staff show-up rates by 20%. Make sure there’s enough staff in the right areas of need for each event.
  • At certain wind speeds, protocols need to be implemented such as voiding the use of pop-up tents, a-frame signs, and anything else that can move.

Conditions & Facilities

  • Whether you’re worried about a grass golf course, concrete roads, or a football field, you have to optimize for the conditions and facility management.
  • If there’s a higher likelihood of rain, make sure you can handle muddier conditions or offer indoor spaces for attendees.

Sales & Revenue

  • Hopefully, attendees aren’t cancelling and are prepared to re-book for the new date. But you may need to implement a focused approach for the upcoming event to increase purchasing.
  • Think about managing inventory, including food, beverage, and more. Also implement custom concession promotions based on the fall weather.

Better plan your event

You already know that postponing your event will have a huge impact on every aspect of your event operations. But weather is one that you can understand in advance and make a plan to tackle now.

Postponing your event doesn’t have to be a problem. Learn how you can turn this challenge into an opportunity to better plan for how weather impacts your event operations.

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