Outdoor events: backup plans that actually work
Tents, indoor pivots, and the cancellation clauses worth negotiating before you sign.
Every outdoor event needs a Plan B written down before Plan A is even confirmed. Weather is the most common reason events go sideways — and the most preventable.
Decide your trigger early. 30% chance of rain? Heat index over 95? Wind over 20 mph? Write the threshold into your timeline so the call doesn't happen at 6am the morning of.
Reserve a tent option even if the forecast is clear. Many tent vendors offer a 48-hour hold at no charge. The peace of mind is free.
Have an indoor pivot. A garage, a covered patio, a nearby community room — anywhere you can move 30 people on 4 hours' notice.
Read the cancellation clause before signing. Look for: weather-related reschedule fees, deposit refundability, and how late you can call it.
For inflatables specifically: most vendors will refund or reschedule for unsafe wind. Get this in writing.
Communicate early with guests. A morning-of email or text saying 'we're moving inside' lands much better than guests showing up confused.
Pros plan for the weather they hope they don't get. That's why their events run no matter what the sky does.