Creating a Rain or Shine Plan for Outdoor Events
Image is from Ashley Douglas Events
Planning an outdoor wedding or event is magical—sunlight filtering through trees, a soft breeze setting the mood. But Mother Nature has a way of keeping things interesting, and the weather can sometimes be unpredictable. A solid "rain or shine" plan ensures your event is memorable for the right reasons. Here's how to prepare for anything nature throws your way!
1. Choose a Weather-Resilient Venue
When booking your venue, consider locations with built-in contingency options. Does the garden have a covered pavilion? Can the event seamlessly move indoors if needed? A venue with flexible spaces will save you from last-minute scrambles.
2. Rent a Tent (and Think Beyond Basic Coverage)
A sturdy, weatherproof tent is your best friend for outdoor events. Look for options with sidewalls for wind protection and clear tops to let in light. Add heaters for chilly days or fans for unexpected heat. Make it stylish with chandeliers, drapes, or fairy lights so it still feels magical.
3. Invest in a Weather Monitoring App
Download a reliable weather app (or two) and keep a close eye on the forecast. Knowing the likelihood of rain, wind, or extreme temperatures can help you make informed decisions and set your backup plan into motion at the right time.
4. Communicate the Plan to Guests
Include a note in your invitations or wedding website about the event being outdoors and advise guests on proper attire. Let them know there’s a Plan B in case of inclement weather, so they come prepared but reassured.
5. Have a Day-Of Backup Schedule
Work with your planner or coordinator to create a backup timeline for the day. Include details like when the decision to move indoors will be made, how decor will be adjusted, and who will communicate the changes.
6. Provide Guest Comfort Items
Rain or shine, your guests will appreciate thoughtful extras:
If rain threatens: Umbrellas, rain ponchos, and cozy blankets.
If it’s sunny: Sunscreen, sunglasses, and handheld fans.
Display these items in a cute basket or station for easy access.
7. Protect Your Decor and Food
For decor: Use weatherproof fabrics and secure lightweight items that might blow away in the wind.
For food and drinks: Rent covers or place food stations under tents to avoid soggy hors d’oeuvres or melted desserts.
8. Plan for Mud and Wet Grounds
Rain can turn grassy areas into muddy terrain. Protect shoes (and sanity) with temporary flooring, walkways, or mats in high-traffic areas. Guests in heels will thank you!
9. Light Up the Night
In case of overcast skies or evening rain, make sure you have plenty of lighting. String lights, lanterns, and battery-powered candles create a warm, inviting atmosphere even in less-than-ideal weather.
10. Stay Calm and Embrace the Unexpected
No one can control the weather, but you can control your mindset. A light rain or a burst of wind might create unforgettable memories—like a dramatic photo moment or an unexpected laugh with your guests.
Planning for all possibilities will help you feel relaxed and confident, no matter what the forecast says. With a little preparation and creativity, your outdoor event will shine rain or shine.