At the crux of a successful party or event is usually a planner that has thought of everything. But unfortunately, even for the best of planners, there’s one detail that cannot be bought, reserved, or confirmed. 

Weather. 

It’s unpredictable, sometimes diabolical, and puts an emphasis on why having a back-up plan is necessary. 

Since we’re inching closer to the summer months, let’s first highlight how big of a logistical nightmare extreme heat can be. Many items one might find intrinsic to an event – balloons, flowers, food – are impacted when temperatures rise. 

Balloons, for instance, expand when exposed to heat, so it’s imperative you don’t over-inflate them. Nobody wants to be singing ‘Happy Birthday’ during a celebration only to be interrupted by the jarring sound of a popping balloon. Plan accordingly, even if the weather forecast is looking favorable, and spring for balloons that can handle a hotter climate. That means thick latex or foil balloons. If you’re able to – especially when exposed to sunlight – cool the balloons down by putting cold water bottles around their base for short periods of time.  

Flowers obviously need to stay hydrated. When it’s really hot outside, it’s best to stay mindful of your arrangements and their susceptibility to drooping. Spritz larger arrangements a few times a day or put ice cubes in vases to ensure this. Not unlike flowers, food also needs to be kept at a certain temperature. Caterers should usually have cooling options for food to minimize the risk of spoiling.  

On the opposite end of the spectrum, it can be cold. There are also complications from wind and rain. Tabletop items need to be secured to tables. Make double-sided tape your friend. If it’s exceptionally breezy outside, maybe lit candles aren’t the best idea. LED-operated lights exist for a reason. 

To ensure guests are comfortable, think about equipment or products specifically designed for shelter: umbrellas, blankets, fans, heaters. If you’re worried about the aesthetic, there is likely an option to brand it. 

One could argue that having a back-up location is the most important, often forgotten about, detail for a good party or event. If it’s downpouring on your wedding day where you’re supposed to be married outside, most venues have a pre-coordinated indoor option. Conversely, you can sometimes elude that issue with a tent. But sometimes, a back-up space is not good enough. You know how sports games have rain-delays? Parties and events can too. If the authenticity and success of your gathering is heavily dependent on weather, having another date in mind can be extremely helpful. While it’s typically easier to plan for back-up options in a personal space than a rental, this is where having a planner in your corner makes all the difference. If you have an event planner, they can coordinate with your vendor team, troubleshoot the logistics, and make sure there’s a solid Plan B before you need it.

We hope by highlighting these potential challenges, you feel more comfortable when things – or weather – doesn’t go according to plan. At the end of the day, your event is what you make of it. It’s just nice to think about all the possible ways things could go wrong…and then be prepared for it.