If your event takes place outdoors, inclement weather is a big concern. Always have a plan B in place—either a tent to protect guests from the elements or an indoor location such as a ballroom. Make the call whether to utilize the alternate option hours before setup begins. What should you look out for?
Rain. The very mention of rain sends planners, conference directors and caterers into overdrive. Check weather forecasts well in advance.
Heat. Brutal heat can be deadly. Heat exhaustion sends people to the hospital, and heat can be extremely uncomfortable for guests.
Wind. Strong gusts of wind can topple a tent and at the very least wreak havoc on table linens and centerpieces.
Humidity. High humidity can make outdoor events uncomfortable and difficult for guests to breathe.
The Tides. Be sure to check event times. The gravitational pull of the moon and the sun on the Earth affects tides twice daily, making the water rise and fall. Setting up too close to the water can be disastrous. Rising tides can eat up half of your event space.