2-3 days before your next event or party is a great time to step up your inclement weather planning.
Here’s what you can do:
Monitor the Forecast Closely:
- Check weather forecasts from multiple sources like the National Weather Service and reputable weather apps. Look for updates every few hours, as forecasts can change within this timeframe.
Develop a Decision Threshold:
- Decide on the weather conditions that would trigger a shift to your backup plan. This could be rain, high winds, or extreme heat/cold.
Finalize Your Backup Plan:
- If you haven’t already, solidify your Plan B. This might involve moving activities indoors, renting tents for shelter, or even postponing or cancelling the event.
Communicate with Vendors and Attendees:
- Let relevant vendors know about the possibility of bad weather and any adjustments that might need to be made.
- At Record-A-Hit, we have a 24-hour or 48-hour reschedule policy in the event of inclement weather, but please make sure to reference your contract terms for exact details. In the event of a reschedule or cancellation, our office staff will work with you on the next steps.
- Consider sending an email or notification to attendees outlining the plan in case of inclement weather.
Prepare Logistics for the Backup Plan:
- If your backup plan involves moving indoors, confirm the space is available and has the necessary resources.
- Confirm with your vendors that the backup plan will also work for them. For example, some of our inflatables might not fit indoors if the ceiling clearance isn’t high enough for them to operate.
- If using tents or other rentals, double-check reservations and ensure they can be set up in time.
Gather Supplies:
- Based on the potential weather threats, gather supplies like tarps, umbrellas, or even hand warmers if there’s a chance of cold weather.
By following these steps 2-3 days before your event, you’ll be well-positioned to adapt to any weather surprises and ensure a smooth event for everyone involved.