Planning an outdoor event? One of the most important things you can plan for is something you can’t control: the weather.
Rain, high winds, extreme heat, cold temperatures, or storms can quickly change your event plans. While you may not be able to predict exactly what will happen on event day, you can prepare for it.
That’s why having an indoor backup location should be part of your event plan from the beginning.
Whether you’re planning a school event, corporate gathering, college event, community festival, company picnic, or private celebration, having a Plan B can help you avoid last-minute changes and keep your guests comfortable and safe.
Have a Plan B Before You Need One
Your indoor backup location doesn’t have to be your first-choice venue. It just needs to be a realistic option if weather conditions make your outdoor setup unsafe or uncomfortable.
Consider locations such as:
- School gyms or buildings
- Community centers
- Ballrooms
- Event spaces
- Corporate offices
- Recreation centers
- Covered indoor facilities
Before booking your entertainment, make sure your backup space can accommodate your expected guest count and the attractions you’re considering.
Weather Can Affect Your Entertainment
Not every attraction can operate in every weather condition.
Wind, rain, lightning, extreme temperatures, and other conditions may affect outdoor entertainment. Some attractions have specific weather requirements, so it is important to understand those requirements before event day.
Record-A-Hit works with clients as the event approaches to address weather-related concerns and determines whether adjustments are needed.
The key: Don’t wait until the morning of your event to figure out what you’ll do if the weather changes.
Check Your Indoor Space Before Booking
Your backup location should work for both your guests and your entertainment.
When reviewing an indoor space, consider:
- Guest capacity: Can the room comfortably accommodate everyone?
- Attraction dimensions: Does the space have enough room for your selected entertainment and required clearance?
- Surface: RAH attractions require a flat, level surface, and some attractions have additional surface requirements.
- Power: Some attractions require electrical power or dedicated circuits. Generators may be available when power isn’t provided by the venue.
- Guest flow: Make sure guests can comfortably move between entertainment, food, seating, and other event areas.
Planning these details ahead of time can make a last-minute move indoors much easier.
Don’t Forget About Your Booking
Weather planning should happen before you finalize your event, not after.
When booking with RAH, your contract and invoice outline the specific terms and requirements for your event. If weather becomes a concern, communicate with your RAH Sales/Event Representative as soon as possible so your options can be discussed.
Having your venue, entertainment, and backup plan established early gives everyone a clearer path if conditions change.
What Happens If the Weather Changes?
Weather conditions can change quickly, which is why having an indoor backup location is so important. Record-A-Hit continuously monitors weather conditions before and during your event to help determine whether attractions can safely operate. Inflatable and electrical attractions will not be operated or set up in unsafe conditions, including high winds, rain, lightning, ice, sleet, hail, snow, or freezing temperatures. If an attraction must be shut down due to weather, our Crew Chief and/or RAH office staff will determine when it is safe to resume. If RAH must cancel an event due to unsafe conditions, every effort will be made to substitute attractions when possible or provide a credit toward a future event within one year of the original event date, subject to availability.
If you need to cancel or request a weather-related change, you must contact your RAH Sales Representative in writing at least 48 hours before the event start time listed on your contract. Approved rescheduled events must take place within 60 days of the original event date and are subject to a minimum $360 rescheduling fee, which may increase depending on the size and scope of the event. For complete details regarding weather, cancellations, rescheduling, deposits, and other event policies, click here to review the full Record-A-Hit Entertainment policy.
Safety Comes First
The backup location isn’t just about keeping guests dry.
It gives your event team another option when weather conditions could make an outdoor attraction unsafe.
RAH is SIOTO-certified in Basic Inflatable Safety Operations and has trained staff who handle professional setup and safety procedures. Attractions are set up according to their specific requirements, including proper spacing and safety equipment when applicable.
If conditions aren’t safe for an attraction, the priority is always finding a safe solution.
A Simple Weather Checklist for Event Planners
Before your outdoor event, make sure you know:
☐ Where your indoor backup location is
☐ How many guests the space can accommodate
☐ Which attractions can move indoors
☐ The space and power requirements for those attractions
☐ Who will make the weather decision
☐ Who you need to contact if plans change
☐ What your contract says about weather-related changes
Taking a few extra steps during the planning process can save you from making stressful decisions when event day arrives.
Plan for the Weather. Enjoy the Event.
You can’t control the forecast, but you can control how prepared you are for it.
Before booking your next outdoor event, talk with your RAH Sales/Event Representative about your venue, entertainment, space requirements, and weather backup plan.
Whether your event stays outside or moves indoors, having a plan in place means you can focus less on the forecast and more on creating a great experience for your guests.
Ready to start planning?