The Toughest Call for Planners: Calling the Weather

One corporate planner of high-end customer events recalls a May meeting she held in New York City, with three outdoor events planned over two days. The weather at this time of year is usually pleasant, with just a 28% chance of rain.

Not this time. The opening night kickoff on a balcony overlooking Times Square had to be moved inside to a crammed hotel ballroom. The next day’s outdoor lunch buffet was also a no-go, and moved into a room inside the conference center. Finally, the sun broke through the clouds at 4 p.m., and she was able to have the chairs and tables wiped down just in time for the grand finale — rosé on the rooftop.

Calling the weather is a difficult decision between a hotel and a planner. Everyone has their own story, whether it’s a downpour in the middle of the cocktail hour or a call to move forward made just in time to execute a flawless outdoor banquet.

Start at the Contract Stage

Hotel contracts usually require that planners agree on an indoor backup space up front, define the threshold for making the call to move an event inside, and determine up front who will make the decision. It’s important to include precise details — such as wind speeds, temperature or heat index, or severe storm warnings — that would trigger the move, as well as any set-up costs for doing so.

For example, the JW Marriott  Marco Island states its policy right on its web site:

“Should a delay or alternate option of a double set up be requested by client, there will be a service charge of $10.00 per guaranteed guest, with a min charge of $2,000. An alternative, preset indoor space is provided if the following occurs: 50% or higher chance of precipitation, lightning within an eight mile radius, RealFeel Temperature Index below 60° or over 100°, wind gusts in excess of 15 mph.”

The universal rule for lightning, known as the 30/30 Rule, was established by the National Weather Service and National Oceanographic and Atmospheric Administration and is strictly followed by hotels and venues: “If you see lightning and hear thunder in 30 seconds or less, the lightning is close enough to be a threat. Immediately seek safe shelter. Wait at least 30 minutes after the last clap of thunder before leaving your shelter and resuming any outdoor activities.”

Also take into account your suppliers’ weather back-up plans. Tim Barrett, senior director, global meetings, Destination South Meetings + Experience, was forced to move his Barcelona event in inside because of his AV supplier. “The hotel was comfortable with proceeding, but the AV company’s percentage for a go/no go was less than that of the hotel’s or mine as the organizer,” he said. “Because the production piece was integral to the event, we moved it inside — and it never rained, of course.”

Help is on the Way

Training is available to prepare planners to make the right call. The Event Safety Alliance offers online training for members and non-members, with recent weather -related Zoom sessions include “Real-Time Decision Making When Weather Impacts Live Events”  and “Weather Doesn’t Wait, Neither Can You.”  The National Weather Service offers free Outdoor Event Preparedness training sessions for event organizers and managers that focuses on preparing for and responding to severe weather.  

You can also call in the experts for large events. Risk communicator companies like DTN Risk Communicator and Baron Weather have meteorologists on staff who work hand-in-hand with an organization to develop contingency plans in advance and assess weather risk in real time to help make an informed decision. Pricing varies depending on the services, location, and size of the event.

Despite U.S. government budget cuts, the National Weather Service (NWS) is continuing to consult with event hosts. Planners must submit a form no later than two weeks in advance of the event to create a hazardous weather plan. This includes everything from weather monitoring the day before and day of the event, to planning for things like shelter in the case of hazardous weather during the event, to communications strategies for alerting attendees. There is no charge for this service.

The key for planners is to ensure that the preparation is transparent to attendees, and that Plan B feels just as intentional as Plan A, said Koleen Roach, director, meetings & conference management, Securian Financial Group.

“It's important to recognize that having a backup plan does not just mean moving an event indoors,” she said. In certain situations, like extreme heat, the event could go on as planned with the inclusion of things like shaded lounges, hydration stations, misting fans, cooling towels, umbrellas, and tenting. Or you could move the event to a cooler time of day.

“The most effective planners don't just react to weather,” she said. “They proactively build flexible solutions into the event while protecting the key stakeholder's vision.”