In the days before a summer party, the weather forecast becomes one of the most-opened apps on the project team's phones. But the problem does not start only once rain is forecast. A good bad-weather concept is already built into the planning of venue, infrastructure and programme. The most important rule: plan B must not feel like the inferior version of plan A.
Already check during venue selection: covered areas, indoor spaces, tents, paved paths, power, drainage, cloakroom, flooring, restrooms, wind protection and temperature. Anyone who only asks these questions shortly before the event has little room left to act.
Indoor fallback, covered areas, paved paths, power, shade, and access: the key things to check for a weatherproof venue.
Download venue checklist →Full indoor fallback: the entire programme can move inside.
Hybrid solution: part stays outside, sensitive areas are weather-protected.
Weatherproof outdoor concept: tents, canopies, flooring and infrastructure make the event largely weather-independent.
Capture weather conditions, ground conditions, and affected program items in a structured way, so you can decide confidently between Plan A, hybrid, and Plan B at the decision point.
View tool →Problematic are exclusively outdoor activities, long distances, sensitive technology and programme items without a substitute. Better are flexible modules, spaces with multiple functions, and a dramaturgy that can be quickly adapted.
Define in advance: who decides, when is the decision made, which weather data is used, which suppliers need to be informed, and what conversion time is needed. These questions should not be discussed spontaneously on the event day itself.
Your guests should know: appropriate clothing, the indoor/outdoor split, travel, parking, and possible changes. Communication should convey confidence, not create uncertainty.
Summer parties also need solutions for shade, drinking water, cooling, sun protection, sensitive food and sufficient breaks. Bad-weather planning does not only mean planning for rain.
Plan B must not feel like the inferior version of plan A.
At DSV's Family & Friends Day in Vienna, the concept had to hold up for a large, mixed group of employees and families, regardless of how the day unfolded. Specific weather-related details of this project are not publicly documented, but the example shows how important a robust base concept is for large groups.
View DSV case study →Immediately feels like a letdown to guests.
Leads to time pressure and worse solutions.
Heat and sun need a concept too.
Tell us about your planned event, we will factor the weather concept in from the very start.
