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Planning an Outdoor Event… Never Forget About Her.

by Ken Abrahams

She is the guest that is rarely thought of. Many completely forget about her. She can be charming, delightful, bright, and sunny. As a matter of fact, she can put everyone in a good mood and make a venue simply come alive with warmth and beauty.  She has a much darker side as well. When she wants, she can wash months, if not years, of planning literally down the drain. When her mood is dark and stormy she is a most unpleasant guest. When planning an outdoor event, she demands consideration and a backup plan. She is Mother Nature.

When people plan outdoor events, they sometimes forget about her and that is dangerous. In the movie Sweet Home Alabama, it is almost as if Mother Nature could feel the tension in the air during the wedding scene and as tempers flared, she provided a soaking downpour to cool things off. In a Hollywood script it provides a comic twist but on the day of your wedding or that long awaited Spring Concert it most unpleasant. Never plan an outdoor event without a backup plan or location unless that is simply impossible. That plan also needs to take into consideration the days leading up to the event and at times a day or two after the event.

Everyone that plans an outdoor wedding has visions of a beautiful blue sky with nary a cloud overhead. Of course, it wouldn’t rain on the heads of this lovely couple but alas sometimes it happens. It isn’t only the rain that one must worry about. Unseasonably hot or cold days can throw a damper on a celebration just as easily. Yes, there have been days in September where the temperature climbs into the 80’s with high humidity which can not only ruin hairstyles, but it also can be a health hazard for the very young or the very old as well.

People often look at a forecast just for the day of the event and forget the days leading up to the big celebration. Ask anyone that has planned a carnival or a concert on a field with poor drainage. There is no sight like seeing a carnival ride or an 18-wheeler with the stage in it buried to its axles in the mud of a poorly draining field. Not only may it ruin your event but the bill to get those vehicles towed out and then repair the damage they did to the ground can be staggering. Here are a few tips when planning an outdoor event.

1. Assume that the weather will not cooperate. Plan for the worst possible conditions but hope for the best.
2. Make sure that the location has a tent or indoor location that you can use or let guests know they need to be prepared for the elements.
3. If a few days before the event the weather doesn’t look good, try to order a tent or at the very least go online and order ponchos and or umbrellas.
4. Have plenty of water on hand if it looks like it is going to be a scorcher and place some tables under shade or have large umbrellas.
5. Make sure the field(s) that you are using drain well. If not see if buying sheets of plywood will protect the area and stop trucks from sinking.
6. If you are planning on doing photos that day scout out locations beforehand and make sure to have secondary locations as well. No bride wants to comeback from doing her photos with the bottom 10% of her dress covered in mud.

Just remember a little planning goes a long way to having a FUN, successful event.