Navigating Winter Events: Tips for Success

Hosting events in winter can be a magical experience, but it also comes with its own set of challenges. From unpredictable weather to logistical issues, here’s a guide on what to expect and how to handle potential problems to ensure your winter event is a success.

 

1. Unpredictable Weather

Winter weather is notoriously unpredictable, and even with the best organisation it can be disrupted by Hailing, Raining and thunderstorms.

How can we work through this?

Weather Contingency Plans: Always have a backup plan, such as an indoor venue alternative, adding additional umbrellas/marquees or the option to reschedule the event. Ensure your contracts with vendors and venues include back up options for weather-related changes.

Real-Time Updates: Use social media, email, and event apps to keep attendees updated on weather conditions and any changes to the event schedule.

Preparation: Provide clear guidance to attendees on how to prepare for the weather, including recommended attire and travel advice.

2. Guest Comfort

Ensuring your guests are comfortable in cold weather is crucial for the success of your event.

Heating Solutions: If your event is outdoors, provide heaters, fire pits, and warm blankets. Indoors, ensure the venue is well-heated.

Warm Refreshments: Offer hot beverages like coffee, tea, and hot chocolate, as well as warm food options.

Coat Check: Provide a secure coat check service so guests can comfortably store their coats/umbrella’s.

 

3. Safety Concerns

Winter events come with increased safety risks, such as slips and falls on wet and slippery surfaces.

Pathway’s: Ensure all walkways are regularly cleared of dangerous and slippery items

Emergency Services: Have first aid stations on-site and ensure staff are trained to handle cold-related health issues, such as hypothermia.

Insurance: Make sure your event insurance covers winter-specific risks.

 

4. Equipment and Infrastructure

Cold weather can affect the performance of event equipment and infrastructure.

Equipment Checks: Regularly check that heating systems, lighting, and other equipment are functioning correctly and can handle cold temperatures. Ensure the suppliers are on standby for any issues that might arise.

Backup Generators: Have backup power sources available in case of power outages.

Protective Coverings: Use weatherproof covers for any outdoor equipment to protect against rain and stormy weather.

 

5. Attendee Turnout

Cold and inclement weather might discourage some attendees from participating.

Incentives: Offer incentives like discounts, giveaways, or special perks to encourage attendance.

Virtual Options: if possible, provide virtual attendance options for those who may not be able to make it in person.