As we head towards our next summer outdoor event this weekend, our conversations turn to the long range weather forecasts.
We watched the opening ceremony of the 2024 Paris Olympics in awe at the technical and production complexity of their vision - no comment on the content - but also in bewilderment at their lack of weather planning. Full credit to the performers and tech crew for carrying on regardless, but really, they didn't plan for the chance of rain?
We have held outdoor events all over the World and in every instance, we have considered our weather contingency. We have had rain in Italy, in Spain, in Florida...we have even checked for rain in Dubai (not as daft as it sounds) - but also wind, temperature and sandstorms.
Wherever you are it's important to plan for the local weather. Practically, there are three different approaches depending on perceived risk of disruption:
1. Infrastructure. What do we need to bring to avoid the weather disrupting the event. That could mean more trackway for vehicles unloading, visitor parking, extra marquee cover for guests, heaters, cooling and so on...right down to shoe covers for the crew moving from mud outside to a carpeted marquee inside.
2. Plan B. Sometimes the plan just doesn't work if the weather is bad and there needs to be a contingency venue and plan. In those rare cases we need to have an agreed timeline for the final decision on which location we are using - usually inside v outside. This has happened often, even in Monaco. Some things, like fireworks, there is no real solution although we have had them under clear roofed marquees in January.
3. Guests. What do guests need to prepare for. Can we communicate to bring wellies, an umbrella, a coat, a hat, a wrap or jumper - what can we provide e.g. ponchos, umbrellas and blankets.
Accurate forecasts. We have become weather nerds and use a variety of forecasting tools to assess the weather.
In the planning stages we will check the seasonal averages and plan based on them with extreme contingencies planned for. You can get a pretty good sense of the general weather situation around 10-day out (recommend WeatherPro or Windy for this).
Then during the week of the event, we begin to look at the hour-by-hour forecasts and we will make big plans based on those. Final decisions can be made based on forecasts 24 hours out, they are usually pretty good and the on the day hour-by-hour are generally dependable (WeatherPro, Aeroweather and UAV Forecast are very useful).
Decisions depend so much on the type of event, the entertainment, technical considerations and tolerance to rain (e.g. orchestra musicians will run for cover at the first sign of rain). But also the audience's attitude - can we give out ponchos and carry on.
It's not just rain though, wind can have a huge impact - we have had to remove parts of marquees in the past to protect against them blowing away. Heat can be as bad. An outdoor performance in sweltering heat with no shade is not much fun for anyone. Then there is snow, ice, sandstorms, flooding...
Back to Paris. The picture of the BBC commentary team hiding under an unsupported tarpaulin is bewildering. VIPs and athletes appear to have been issued ponchos, the commentators were not so lucky!
