Summer in Colorado means outdoor event season… and afternoon storms right on cue.
Bad weather can derail even the best-planned event, but with the right preparation, you can keep things safe, smooth, and still deliver a great experience.
Trust us, we’ve had our fair share of weather at events.
Here’s 8 tips to weather proof your event, tried and trusted by the experts.
Start by keeping weather in mind from the beginning. In Colorado, afternoon storms are almost a daily occurrence, so your venue, date, and timing should reflect that. And when it comes to forecasting, don’t rely on just one app. Check multiple sources and, more importantly, keep an eye on radar. Hour-by-hour forecasts only go so far — radar gives you a much clearer picture of where a storm is moving and when it will hit.
- Have a real backup plan. If your venue has indoor space, plan it just as thoroughly as your outdoor setup. That means thinking through floor plans, decor, AV, lighting, and guest flow ahead of time. Weather decisions often need to be made quickly, and having a fully thought-out backup allows you to pivot without scrambling.
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Think beyond rain. Wind is often the biggest disruptor and can show up without warning, even on a clear day. That’s why everything should be secured from the start. Tents, tables, chairs, signage — if it can move, it should be weighed down. Bring more weights than you think you need and make sure they’re properly attached. It’s a simple step that can prevent a lot of damage.
Pro Tip: We prefer sand or water weight bags.
- Laminate your signage. Even a little bit of water can cause ink to bleed and ruin both decorative and informational signage. Laminating is a simple way to protect your materials from the elements, and it allows you to reuse them for future events.
4. Have packing materials ready. This is especially important for farmers markets, outdoor markets, and exhibitors. Keep boxes and packing materials easily accessible — ideally right under your table — so if weather hits, you can quickly store important items like merchandise, flyers, and payment devices. It saves time, reduces stress, and protects anything you’d otherwise have to replace.
5. Clear communication is just as important as preparation. Let attendees know what to expect if weather is likely, including timing and what they should bring. At the same time, make sure your vendors and staff understand the plan. Everyone should know exactly what to do if conditions change, without having to stop and ask.
6. Build a weather-proof kit. Tape, fishline, sticky dots, rope, ponchos — have more than you think you need. These small tools go a long way when you need to secure signage, reinforce setups, or make quick fixes in changing conditions.
7. Require vendors to be weather-ready. For outdoor events, every exhibitor should come prepared. That means properly weighted booths and secured setups. We check each booth before the event opens to ensure everything is in place. If weather is on the way, communicate early so vendors have time to prepare. They’ll appreciate the heads up.
8. Bring pop-up tents. A little rain doesn’t have to disrupt your entire event. Extra tents can protect food stations, entertainment setups, and key materials while allowing you to keep your overall layout intact.
At the end of the day, the most important factor is safety. If conditions become dangerous, the right call is to delay, move indoors, or cancel. No event is worth putting people at risk.
Outdoor events will always come with some unpredictability. But with thoughtful planning and the ability to adapt, you can handle whatever comes your way — and still create an experience people remember.
