OUTDOOR EVENTS: MANAGING THE UNPREDICTABLE

In the past few years outdoor events have become quite popular, especially in the wedding scene. Idyllic settings, water features, rustic buildings; at their best they can be just about perfect. But… then there’s the weather, fully out of our control, especially when we are planning months to over a year in advance. Our finest regalia is generally not designed with weather in mind, the gents roasting in their three-piece suits as the mercury rises, or the ladies (especially the poor bridesmaids) shivering in their knickers as the mercury plummets. And of course there is also the wind and precipitation.

Beyond guest comfort, you should also keep in mind what event vendors you might be using and how the weather may affect their equipment or ability to best serve your needs. There are measures that can be taken to prepare for the unpredictable. While I am here speaking generally for musicians, these suggestions are helpful regarding guests and other event vendors.

PLAN B

First and foremost, have a convenient inclement weather location available AND be willing to use it. Many outdoor venues also have indoor space for just such an eventuality.

COLD WEATHER

Have patio heaters available. Musicians will generally require heaters in their contracts if the temperature drops below 60°F/15.5°C. The cold can be damaging to our instruments and cold hands prevent us from performing to the best of our ability.

SUNNY WEATHER

Some form of covering from the sun, it can be as simple as having your event located under tree canopy. I have seen several guests faint from the heat, and our instruments can be damaged by continuous direct sunlight. If needed for the musicians, at least provide a large parasol or some form of canopy.

WET WEATHER

String instruments will not play well and will be damaged by moisture, so there needs to be coverage from precipitation available. If it is not windy, this can be under eaves, or using a large parasol or some form of canopy. If it is windy and rainy, going indoors is the best option.

LOCATION

It is also advisable for your musicians to be positioned on a reasonably level surface, this will allow them to focus on performing at their best, without the worry of toppling over.

MANAGING THE UNPREDICTABLE

• Have a convenient inclement weather location available AND be willing to use it

• Have patio heaters available if the temperature might drop below 60°F/15.5°C

• Musical instruments can’t be in direct sunlight, provide shade if natural shade is not possible

• Musical instruments will be damaged by moisture, some form of covering needs to be available

• Have a reasonably level performance surface