No matter how innovative humanity is, we cannot control the weather. Many countries have to endure a wet period known as the rainy season. Our only option is to adapt and live with it. This applies to the event business as well.
Hosting an event during the rainy season requires extensive adaptation at every stage, from preparation to conclusion. This includes selecting a rain-friendly venue that is easily accessible and making arrangements to ensure attendees have a comfortable space to stay during heavy rain or storms.
Countries have varying periods for their rainy seasons, determined by geography. For instance, the rainy season in Thailand starts in May, while in the northern part of Australia, it occurs around December (source: Met Office UK).
In this blog, our Thailand office staff will share helpful guidelines to help your event withstand the rain throughout the season.
Consider Hosting the Event Indoors
For countries without rainy seasons, checking the weather forecast in advance helps determine if it will rain. However, predictions become almost useless during the rainy season since we must prepare for rain daily. Therefore, hosting an outdoor event is not a viable option.
There needs to be more than just a roof over attendees’ heads; external factors must be considered. For example, it is crucial to assess how easily attendees can access the venue if they don’t drive. Are the pathways too long, and is there sufficient cover for them to remain sheltered while approaching? Will they have to walk a considerable distance to the venue during the rain?
Prepare Ample Space
Due to the rain outside, your guests will likely stay indoors throughout the event. Therefore, placing the check-in counter inside would be best, leaving the front space as a check-in queue line and a shelter during heavy rain.
Additionally, it would be beneficial if your event provides food and beverages indoors, either through the event host or a restaurant/café renting space within the same venue. Even with an umbrella or raincoat, people stay under the roof and avoid leaving unless necessary.
Ensure a Rain-Friendly Entrance
A wet, dirty, and slippery entrance can threaten everyone. Thus, additional preparations should be made at the door. Ensure the venue’s doormats can handle wet shoes from numerous people throughout the day. Provide free plastic umbrella bags to prevent water from dripping and spreading everywhere. Having space for attendees to fold their raincoats and place them back in the bag is also a plus.
Consider Accommodation Options Between the Venue and Public Transportation
While the chosen venue may have everything needed for the event, it may be too far to walk comfortably in the rain. Providing a shuttle bus to transport attendees between spots A and B during the event is an excellent option for ensuring their satisfaction. It also enhances your brand’s reputation.
Suppose you have a partner or sponsor in the transportation business. In that case, it’s an opportunity to discuss the possibility of offering their services to the event at a discount as a PR move to gain more visibility. This benefits both the attendees and strengthens your long-term relationship with your partner.
Keep the Audience Informed
It’s always better to provide attendees with more information about how things will unfold during the event. Encouraging them to bring umbrellas and raincoats is mandatory, but it shouldn’t end there.
You can use weather forecast information to communicate with attendees in advance, allowing them to plan their departure time accordingly. Another option is offering a discount code for transportation services (mentioned above). Small gestures like letting attendees know they can obtain a free plastic umbrella bag at the entrance or informing them where to deposit their belongings upon arrival are also effective ways to impress your guests.
Always Have a Plan B
This point is self-explanatory but essential. During the rainy season, you should be prepared for unexpected challenges, such as traffic jams or power outages. When organizing an event this season, it’s crucial to anticipate the worst-case scenarios and develop contingency plans to address them.
Consider potential issues from the rain, such as transportation delays, outdoor setup changes, or schedule modifications. By listing these scenarios and devising backup solutions, you can minimize disruptions and ensure a smooth event experience for organizers and attendees.
A backup plan demonstrates your professionalism and commitment to delivering a successful event, even in challenging weather conditions. In addition, it instills confidence in your attendees and shows you are proactive and prepared for any situation.
Remember, the rainy season can test adaptability and survival instincts. Therefore, embrace the true beauty of nature’s elements and use proper preparation and precise execution to overcome the obstacles the rain presents.
As event experts, Happenn can assist you in effectively communicating with your attendees throughout the rainy season using tools such as Email and SMS Blasting, Mobile Applications, and Event Websites. To learn more about us, visit happenn.com or contact us directly via email at hello@happenn.com.