Stay one step ahead of the weather: how event organisers can prepare for anything

For outdoor event organisers, it’s becoming impossible to ignore: the weather is getting more extreme. Storms, heavy rain, and intense heat are increasingly causing disruptions, damage, or even full cancellations. Take July 2023, for instance, when several large festivals and events in the Netherlands were called off due to severe weather. Unpredictable conditions are the ultimate wildcard for any outdoor event. But with the right preparation, you won’t be caught off guard. By making smart decisions in advance, you increase the chances your event can go ahead safely — even when the weather doesn’t cooperate. And if that’s not possible, you’ll be better prepared for the consequences.

Smart planning starts with weather insight

Everything starts with accurate forecasts. Thanks to modern technology, weather predictions — both short- and long-term — are becoming more reliable. Use specialised weather apps and stations that provide real-time updates. They’re not just helpful on the day of the event itself, but also during the planning phase. With a combination of historical data and current forecasts, you’ll have a better idea of what to expect.

This is where No Risk comes in. We don’t wait until things go wrong — we often get involved early in the process, especially when extreme weather is forecasted. We help think through alternative scenarios, parking issues in muddy conditions, lightning safety, or extra provisions such as ground protection, wood chips or tents. Together with the organiser, local authorities, weather experts and other partners, we make sure your outdoor event plan isn’t just solid on paper, but works in practice too.

Choose a weather-resistant venue

Not every location is suitable when the weather turns. Choose a venue that allows you to adapt if things take a turn. Think of covered areas, sturdy tent constructions, or naturally sheltered spots. Make sure the terrain itself can handle the impact of extreme weather: things like wooden walkways to avoid mud, extra drainage, storm-proof elements, and alternative parking options in case the ground is too wet for parking. These measures help you be as prepared as possible.

Emergency plans and back-up strategies

What if the weather suddenly turns? That’s when a solid safety plan makes all the difference. Set up a safety plan for your event with clear scenarios: what happens in high winds, continuous rain, or extreme heat? Think of storm-proof tents, ponchos at the ready, extra first aid staff and plenty of water in case of heat, or safe routes that lead visitors indoors. Make sure your team is well-briefed and knows who’s responsible for what. Communication is key — both internally and with your guests, via screens, apps or announcements. Safety is everything — and the better your plan, the easier it is to adapt when the weather changes.

Our event insurance also covers extreme weather

No matter how well you prepare, the weather remains out of your control. That’s why No Risk offers event insurance with coverage for extreme weather. If your event has to be cancelled or postponed — partially or entirely — due to a storm, heavy rain, or other extreme weather, your costs will be reimbursed. Think of expenses like venue rental, technical equipment, promotion and other prep costs. Cancelling an event is always disappointing — but with the right insurance, at least it won’t be a financial blow.

Come rain or shine — you’re ready

Extreme weather is becoming the norm. But with smart outdoor event planning, a solid venue, a well-developed safety plan, and a good insurance policy for extreme weather, you’ll be ready for whatever the skies throw your way.

Want to know more about our extreme weather coverage or need advice on how to make your event safer? Get in touch — we’re happy to help you plan ahead.