Tip of the Week #21 - How to Plan for Outdoor Events and Exhibitions

One of the riskiest things about holding an outdoor event or exhibition is the weather may be predictable. Here are some tips to help you hold a successful outdoor event:

Choose Your Venue Wisely

Know all the pros and cons of your chosen venue and make sure your clients have been informed as well. Prepare a fast turn around and have a workable solution if the weather isn’t as good as expected. 

Plan And Prepare For All Circumstances

Prepare items like weather gear, marquees, even a backup venue if possible. Be aware of all the limitations and changes you may need to decide onsite. Keep an eye on the weather forecasts prior to the event. Communicate with all the staffs about the changes to the event. Advise the audience and politely advise them to prepare themselves for any unexpected weather. Know the worst-case scenarios so you will be fully prepared for that.

Include The Suppliers In The Planning Processes

Communicate with the suppliers and know what they can do if things become challenging. Work closely with suppliers to create solutions. Solve problems with suppliers under tight time constraints.

Be Flexible

Try to be flexible for all the natural occurrences. Keep an open mind and be creative if things are still under control. Be willing to compromise if things do not go on well as prepared and quickly accommodate a new plan.

Safety Considerations
Always make sure your plan covers OH&S elements for both the delegates and staff. Check all the facilities of the venue before the date of the event. Think about how to keep the balcony, walkway or stair is as safe if wet.  Make the team adequately prepared for transporting conference collateral and equipments in rainy weather.