Rain or Shine: Why Every Event Needs a Solid Backup Plan

Planning an outdoor event in Australia comes with its unique challenges. Our beautiful landscapes are the perfect backdrop for weddings and events, but the unpredictable and extreme climate can quickly throw a spanner in the works. Whether it’s a sudden downpour, scorching heat, or wild winds, having a comprehensive contingency plan is critical to ensuring your day goes off without a hitch.

Here’s why it’s important to have a thorough wet weather plan or backup plan and what to consider when creating one.

1. Protect Your Guests

Your guests’ comfort should be a top priority. If the weather takes a turn, they’ll need adequate shelter. For rainy conditions, this might mean a marquee with sturdy sides to keep out the wind and rain. On the flip side, for hot summer days, shade and hydration stations are essential. No one wants guests sweating through their formal wear or dehydrating while waiting for the ceremony to start.

Additionally, consider providing thoughtful extras like blankets for chilly weather or sunscreen and fans for the heat.

2. Prioritise Food Quality

One often overlooked factor is the proximity between where your food is prepared and where it’s served. Long distances can spell disaster for food, especially in challenging weather conditions. Imagine rain-soaked canapés or dishes that lose their intended texture and temperature on a trek from kitchen to table.

Work with your caterer to ensure their setup is close to the dining area. If the venue doesn’t allow for this, discuss practical solutions, such as covered pathways, alternative serving options, or onsite cooking facilities.

Hot weather presents its own challenges, keeping cold dishes cool and hot dishes warm. Ensuring your caterer has access to proper facilities in any conditions will help maintain the quality of the meal.

3. Consider Vendor Comfort

While your focus may be on your guests, don’t forget about your vendors. Your photographers, caterers, musicians, and other professionals all play a vital role in bringing your event to life, and their comfort directly impacts their ability to perform at their best.

Ensure there are sheltered areas for vendors to set up and work in, particularly for caterers and bar staff who may have equipment that can’t be exposed to the elements. Heat can also pose a risk – providing shade, fans, or cold water for your vendors can go a long way.

4. Think About Logistics

A good contingency plan accounts for more than just shelter. Consider how weather changes might affect your schedule, layout, and flow of the day. For example:

• Rainy Days: Will guests get wet walking from the car park to the ceremony area? Is there a way to keep high heels from sinking into the grass? Will guests need umbrellas? Is there a back-up location for the ceremony?

• Scorching Heat: Are there enough shaded areas for guests to cool down? Is there drinking water available? Will your flowers wilt if left in direct sunlight?

These logistical considerations may seem small, but they can have a big impact on the overall success of your event.

5. Don’t Forget the Details

The devil is in the details. Here are a few other wet weather or backup plan considerations:

• Power Supply: Ensure outdoor power sources are weatherproofed and safe to use in wet or windy conditions.

• Décor: Secure lightweight decorations to prevent them from being blown away. Opt for weather-resistant materials wherever possible.

• Entertainment: If you’re planning live music or a DJ, make sure their setup is protected from the elements.

6. Why It’s Especially Important in Australia

Australia’s climate is as diverse as its landscapes. From tropical storms in Queensland to scorching heatwaves in Western Australia, and even the occasional chilly snap in Tasmania, the weather can change drastically depending on the time of year and location.

A January wedding in the Hunter Valley, for instance, could mean preparing for sweltering heat, while a June wedding in the Southern Highlands might require heaters and blankets. Understanding the climate of your chosen venue is key to creating a reliable backup plan.

The Final Word

Planning a wedding or event is an exciting process, but it’s always wise to prepare for the unexpected. A solid wet weather or contingency plan can save you from stress on the day, ensuring your guests are comfortable, your vendors are well looked after, and your food is served in its best possible condition.

Invest time in creating a plan that covers all scenarios – it’s a small effort now that can make a big difference later. Whatever the weather, your day will still be memorable for all the right reasons.