Seasonal Considerations That Could Impact My Event

Sometimes it’s hard to imagine seasonal impact on an event- especially if you are planning it during an entirely different time of year. For each season think through how weather, school schedules, holidays, and venue availability might effect your event.  Here are a few things we have noted about seasons in the south.  See if these observations spark anything you might need to take into consideration for your next event.

Spring:  Weather can be very unpredictable.  Your outdoor team-building exercise may be rained out- so have a great back up plan in place.  It may be 65 and sunny or 50 and rainy, so prepare by thinking through both eventualities and stocking up for both.

Summer: Sun and shade. If you are planning anything out of doors– be ready to provide water and shade.  A friend of mine planned their child’s birthday party outside, and set up a wonderful play area for the children.  Unfortunately, it was an unusually blistering day, and everyone crowded into the only available shade, about five square feet next to a concrete wall.  If it will be hot, plan to make use of available shade from trees or buildings. Purchase some shade tents or umbrellas if necessary.

Fall: School schedules.  Fall is a very busy season for parents and children.  Look at local school calendars before scheduling an event or retreat.  You’ll lose lots of participants if your event is held the night before children go back to school!

Winter:  If you are in an area that receives snow or ice, decide how you will determine if conditions are unsafe, and how you will notify people if they are.  Many radio and television stations will help you broadcast your cancellation, but you will need to set up an account with them first.  If your guests are already on-site, prepare with extra hot drinks and lots of salt-melt.

Year-round: Be aware of conflicts that could make it difficult to book a venue or caterer for your event (like trying to reserve a chapel on a saturday in June) but also use off-season months to your advantage.  Call a few of your favorite spots, and ask them if and when things slow down.  If you’re willing to be flexible you might even be able to negotiate an even better rate.

Instead of wrestling with the season during your event planning, consider it’s challenges, and prepare accordingly.  And don’t forget to choose at least one thing that makes it unique and find a way to highlight it.  You and your guests will enjoy it even more if you do!