Weather Planning for Outdoor Events
How to plan for weather at concerts and festivals — monitoring, action protocols, rain plans, lightning safety, and heat mitigation. Weather is the single biggest variable in outdoor event production. You can’t control it, but you can plan for it.
Weather Monitoring Services
Professional weather monitoring goes beyond checking a forecast app. Dedicated event weather services provide site-specific forecasts, real-time radar monitoring, and direct communication with a meteorologist who understands event operations. These services provide advance warnings with enough lead time to execute action plans. For multi-day festivals, on-site weather stations can provide real-time wind speed, temperature, and precipitation data that informs operational decisions throughout the event.
Wind Speed Action Protocols
Wind is the most operationally significant weather variable for concert production. Temporary structures, rigging, and staging all have wind speed ratings. A documented wind protocol defines action thresholds: at a specific sustained wind speed, softgoods and banners are struck. At a higher threshold, overhead elements are lowered or secured. At an extreme threshold, the stage may need to be evacuated. These thresholds should be based on the structural ratings of the specific equipment on site, not arbitrary numbers.
Rain Contingency Plans
Rain affects equipment, site conditions, and audience comfort. A rain plan addresses: equipment protection (covering consoles, processors, and connections not rated for wet conditions), site drainage (where does water go when it rains?), audience management (are there covered areas?), and schedule adjustments (delay, shorten, or cancel performances). Light rain may not require any schedule changes if equipment is protected. Heavy rain or flooding may require evacuation. The plan should define what constitutes each category.
Lightning Safety Protocols
Lightning is a non-negotiable safety threat. When lightning is detected within a defined radius of the event site (commonly 6–10 miles), outdoor areas must be cleared. Attendees need designated shelter areas. The production team needs a clear communication plan for initiating and lifting a lightning hold. All-clear protocols typically require a waiting period (30 minutes from the last detected strike within range) before outdoor activities resume. Lightning holds can last minutes or hours — the plan must account for extended delays.
Heat & Cold Mitigation
Temperature extremes affect crew endurance, equipment performance, and audience safety. In hot weather: shade for crew work areas, hydration stations, medical standby for heat-related illness, and schedule adjustments to avoid peak heat hours. Equipment in direct sun can overheat — LED processors, amplifiers, and video equipment need shade or ventilation. In cold weather: crew warming areas, equipment cold-start considerations (some electronics need warm-up time), and audience comfort planning.
Insurance & Financial Protection
Weather insurance protects against financial loss from weather-related cancellations or curtailments. Event cancellation insurance typically covers specific weather triggers (defined rainfall amounts, sustained wind speeds, or named storms). Understanding the policy terms — what constitutes a covered event, what documentation is required, and what the payout structure is — is essential before the policy is needed. Insurance doesn’t prevent weather problems, but it protects against financial devastation when they occur.
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Discuss Your ProductionWeather Planning FAQ
Common questions about weather planning for outdoor events.
Action thresholds depend on the specific equipment and structures on site. Mobile stages typically have wind ratings of 25–70+ mph depending on the manufacturer and configuration. Softgoods and banners may need to be struck at lower speeds. The weather protocol should define thresholds based on the actual equipment ratings, not generic numbers.
