You have been organising your event for months, spent lots of time and money ensuring the content is engaging and informative. The big day arrives and it snows! So, how can you ensure delegates still come to your event? Here are Lime Venue Portfolio’s top 5 tips:
1. Chose a venue that’s easily connected
When bad weather hits, the location of your venue is paramount to ensuring delegates can still get to your event. By choosing a venue that is nearby a major motorway network or within walking distance to a train station, hopefully means your delegates are more likely to brave the bad weather as the major roads and rail lines are clear.
Hint: In the event of snow conditions pre-plan and consider having courtesy contingency buses to ferry people to and from the train station.
2. Chose a suitable all weather venue
If you are holding your event in the winter months, ensure you select a venue that is suitable to keep your delegates warm and comfortable! Marquees are a no go, unless they have industrial size heaters! Consider a venue that has onsite or nearby accommodation so delegates can stay over the night before or on the night of the event so they don’t have travel too far in bad weather conditions.
Hint: Ask one of our Sales Team which of the Lime Venue Portfolio of venues might be suitable for your winter event. With over 90 venues there is plenty of choice.
3. Timing is everything
When creating the agenda for you event, build in contingency time to morning registration or afternoon networking to give you more flexibility to start the event later, or finish it earlier, giving your delegates enough time to get to and from the event. Your delegates will appreciate you being flexible with timings, so they won’t miss out!
Hint: In winter months consider starting your event at 10:00 and finishing at 16:00
4. Have a bad weather policy
Planning and preparation is everything! When starting to plan your event create a bad weather policy, that hopefully you never have to use, but if you do the ground work is in place to help you quickly make sound decisions with a safety first approach. Let’s face it, you can do a variety of things to try and get delegates to your event but delegate’s safety should always be put first.
5. Communicate, Communicate, Communicate
Once you have instigated your bad weather policy – ensure delegates are regularly communicated to. Whether it is pre-event or during the event your delegates will appreciate being kept informed of changing weather conditions and the contingency plans you have in place to ensure the show will go on! Consider all channels available to contact delegates, exhibitors, venues and suppliers. Keep the lines of communication open via social media, email or a simple phone call.Back to articles