Outdoor Movie Planning: 5 Tips to Avoid a Disaster

Tip #1: Make several plans of attack for bad weather.

Outdoor movie events can be much more memorable than indoor ones when the weather is nice. However, the sometimes unpredictable nature of the weather can make them trickier to plan. By abiding by the age-old saying “hope for the best, but prepare for the worse,” you can avoid confusion and catastrophe if it’s anything other than pleasant outside.

• Schedule an alternate date ahead of time, just in case. There’s nothing worse than planning a whole event, down to the snack details, only to have it cancelled at the last minute. A backup date can save you from wasting all of your planning work. You might want to advertise this date in your original promotional materials along with your planned date so patrons keep this alternate date and time open. If you see an unfavorable forecast ahead of time, you can let your patrons know the event will be held on the backup date.
• Monitor the forecast as far out as you can. You can typically view forecasts up to 10 days prior to your event. This will not only allow you to plan for the possibility of rain on the day of, but also consider the condition of your outdoor space if it rains a day or two before your event. By looking this far in advance, you’ll be able to make a decision concerning whether you want to stick with your original event date or use your backup date.
• Decide on a weather plan for during your event. One second it’s bright and sunny, the next it’s cloudy and drizzling. Instead of deciding what to do when it starts to rain, make a plan of where the event could be moved to, how to transport materials and how to still carry out your event.
• Choose only materials that can withstand the elements. Think specifically about ones that hold up well in hot temperatures, wind and rain. For example, you’ll want to choose chairs and tables that are wide enough for soft ground, seating that won’t get too hot in the sun and sources of shade that won’t blow away in the wind.

Tip #2: Plan for more than just weather. 

“Forward planning is an important part of successful event management, and planning for more than poor weather is part of this,” notes Karen Finlay, instructor at The Art Institute of Vancouver and president of Karen Finlay Marketing. With outdoor events, there’s plenty more than just sun, wind and sky to think about. Bugs, bees, mud and heat are just a few of the other elements that can create problems.

• Make sure to have plenty of water. Make this available to all attendees, as well as a first aid kit.
• Be sure to think about what kind of covering you’ll need. Some sort of roof, tent or cover can serve as shelter from the sun’s rays and also provide protection from rain. Patio umbrellas are a great way to provide shade for older guests who might need to limit sun exposure. You’ll also want to cover all food and beverages to prevent unwelcome insects and animals.
• Have plenty of plastic bags available. These are helpful in case you need a makeshift cover to protect food, to help make cleanup fast and easy, and to prevent items from blowing away. Plus, in a pinch, a trash bag makes a great poncho.

Tip #3: Consider what elements of your events could still work indoors.

 “Keep in mind that backup plans shouldn’t look or feel like backup plans,” adds Maya Kalman, CEO and creative director of Swank Productions, an award-winning New York City event design company. Attendees would still have fun watching a great movie inside.

Tip #4: Know your location and equipment.

Will your event space compete with sounds from traffic, construction or other noises? A movie screening generally needs to be held in a quiet area. Will your event take place after sunset? If so you might need to consider the lighting of the pathways, parking lots and restrooms. Event planner Alyssa Brooks with conference, tradeshow and wedding planning company Event Solutions notes on their company blog that it also pays to think about where the sun will be during your event. For example, hosting an outdoor movie event facing the afternoon sun could cause visibility issues.

Tip #5: Relax and have fun.

You’ve done everything you can to minimize disaster before your big event, saving yourself from lots of last minute stress and aggravation if something does happen. However, even if Mother Nature decides to throw a wrench into your plans, keep things in perspective and look for the rainbow when the storm’s over.