3 Steps to Take When Weather Threatens Your Corporate Entertainment Event

It’s been a heck of a week for us corporate party planners in New York City and elsewhere. Not only were our events rattled by a rare East Coast earthquake, but this weekend Hurricane Irene will blow through and dump upwards of 15 inches of rain, threatening to knock out power, mass transit and just about any event on the books.

Fortunately, though, you are not without recourse. Below are the 3 most important steps to take when the weather outlook is grim, and the event you have planned so carefully for your employees, clients or loyal brand enthusiasts appears to be in jeopardy:

1. Contact Key Personnel Immediately – Speakers, talent, venue, vendors, VIPs and attendees are all watching the radar reports as closely as you are. As the event organizer, it is your responsibility – obligation, actually – to let everyone know that you are A) aware of the threat, B) forming a plan to deal with it, and C) going to keep everyone informed in a timely manner.

2. Establish a Dedicated Webpage for Inquiries – When I was a kid growing up in the NYC suburbs, the first wisps of snow sent us straight to the local radio station to learn of school closings. Today, people planning on attending a corporate entertainment event expect to go to your company’s Website and find the most recent updates regarding the weather. Instead of waiting for snow, when the predictions are dire you should post something online immediately that you are monitoring the situation, and provide info as it becomes available, in as close to real-time as you are capable. You should also include your email address, cell phone number, Facebook/Twitter handles and just about any other way you can think of to be contacted.

3. Determine Your Deadline for “Plan B” – My wife and I went to a corporate party recently, and it was supposed to be outdoors; while storm clouds loomed, however, the official forecast was ambiguous. The venue was smart, and insisted on an indoor/outdoor decision by mid-afternoon, after which we would pass the point of no return; although the event was ultimately held outside and we barely beat the rain, it was a very close call. Find out when your drop-dead “plan B” deadline is, and use it as a tool to help make a decision regarding site use, delay or cancellation.

As a professional corporate event planner, nobody becomes more anxiety-riddled by severe weather reports than you. While we can’t completely predict the weather or how it will ultimately affect our events, having a simple plan of action and communication like the one above will hopefully provide you with some guidance – and peace of mind.

What do you think are other critical steps to take when your event is threatened by weather?