Planning For Relocation Of Your Outdoor Wedding Due To Inclement Weather

Posted on: 17 March 2016

For about 40 percent of the 2.3 million couples who get married each year in the U.S., an unusual venue is the way to make their wedding individual and personal. One such choice is in an outdoor venue. However, even with the most meticulous of preparation, it is important that plans should be put in place for relocation in the event of such issues as weather changes.

When you are planning an outdoor event, you may hope for the best weather of a sunny, non-humid 75 degrees, but you need to prepare for the worst. To do that, you will need a plan B of what will happen to your event and your guests in case the weather literally does "rain on your parade." 

So, for evacuation planning of your outdoor wedding event, here are a few things to consider.

The big picture

The first step to take is to identify a point or place, such as a reception hall or restaurant to move the event to. You will also need to secure the alternate place. This should be the closest, most suitable building(s), which can house all of your guests. This can cost from a low of $50 to a high of about $10,000 depending on the type of alternate venue. A person or group will also need to be put in charge of the relocation strategy.

Since this may turn out to be a big responsibility, this person needs to be someone who will take the job seriously and who can be depended on to execute the necessary steps in an authoritative manner. It might also be best to ensure that this is the only responsibility this person will have on the day. 

Additionally, you need to come to some decisions as to what types of weather situations would warrant relocation: from a severe heat wave to a tornado warning and everything in between, depending on the most likely weather threats in your area. Working out other details such as the quickest routes to the building(s) and how your guests will get there should also be decided. 

The working details

Even though there may be someone in charge, there should be specified details of who will do what in the event relocation is necessary. Areas to cover include who will monitor the weather, make announcements to guests as well as ensure that everyone is safely removed from the area. The methods for doing these will need to be decided on as well. For example, weather forecasts can be monitored through ways such as cell phone apps, radio or TV coverage while guests can be kept informed through cell phone messages, public address system or even bull horns should the electricity or cell phone coverage become a problem.

Depending on the size of your wedding, it may be wise to get insurance coverage so that you may recoup some of your budget from the monies already spent in preparation. However, if this is not possible, it may be wise to have your wedding reception in a building after all. Contact a company like McHale's Events & Catering for more information.