Rain is the one guest nobody invites. Here is how to plan outdoor entertainment that still works under cover, in a marquee or indoors, so a grey forecast never spoils the day.
If you are planning an event anywhere in the UK, you are planning for rain. Even a July garden party can see a sudden downpour, and autumn and spring events come with the odds stacked further against you. The good news is that a wet forecast does not have to mean a flat event. With a sensible Plan B agreed well in advance, your entertainment can carry on regardless.
Build the Backup Into the Booking
The worst time to think about wet weather is the morning of the event. When you book entertainment, ask early what the fallback is. Which items can run under a marquee, in a barn or in a function room? What space do they need? Settling this at the planning stage means nobody is scrambling on the day, and your supplier can advise on layout before anything is set up.
Know Which Entertainment Travels Indoors
Some hire items are naturally weather-proof, and others need a little thought:
Walk the Venue With the Weather in Mind
When you visit your venue, look at it as though it is already raining. Where would forty guests stand? Is there a covered space big enough for the entertainment? How far is it from the car park, and is the route paved? Check for power access in the covered areas, because many hire items need a socket, and an extension lead across a wet lawn is not a plan.
Think About Floors and Footfall
Wet shoes and soft ground cause more problems than rain itself. Ground protection, matting or boards can keep walkways safe and stop equipment from sinking. If your event is on grass, ask your venue whether they provide these, and make sure that heavier equipment has a firm, level base.
Agree a Decision Time
Talk to your supplier and venue about a cut-off point for deciding whether to move things. A decision made the day before, or at a set hour on the day, gives everyone time to adjust set-up without panic. Communicate it to your team so that nobody is waiting on the weather forecast to find out what is happening.
Keep Guests in the Loop
A short message in the invitation or a quick announcement on arrival goes a long way. If guests know there is covered space and plenty to do, a few drops of rain become part of the story rather than a disaster. Encourage them to bring a coat and sensible footwear, and consider having a few umbrellas to hand at the entrance.
Embrace It
Some of the most memorable events are the ones where the weather did its worst and everyone made the best of it. A cosy marquee, a busy photo booth and a queue for the arcade cabinets can create more atmosphere than a perfect sunny afternoon ever could.
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