Preparing for a Snow Event: Tips for Salvaging Outdoor Events

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SUMMARY

The discussion focuses on strategies for salvaging outdoor events in anticipation of significant snowfall, specifically a forecast of 10 inches. Participants emphasize the importance of communication with the event host, suggesting that decisions be made on the day of the event. Recommendations include offering a catalog show, rescheduling for the following week, and utilizing creative promotions like a "white sale" with discounts on white items. Additionally, setting up a conference call through freeconference.com for a "phone show" is proposed as an alternative to in-person gatherings.

PREREQUISITES
  • Understanding of event planning and management
  • Familiarity with outdoor event logistics
  • Knowledge of promotional strategies for sales
  • Experience with virtual communication tools like freeconference.com
NEXT STEPS
  • Research effective communication strategies for event hosts during weather disruptions
  • Explore creative promotional ideas for events affected by inclement weather
  • Learn about the logistics of rescheduling outdoor events
  • Investigate best practices for conducting virtual events and "phone shows"
USEFUL FOR

This discussion is beneficial for event planners, sales representatives, and anyone involved in organizing outdoor events who needs to navigate weather-related challenges effectively.

niktim3
niktim3
Messages
241
Looking for some info....
We are expecting a large snow fall amount friday, and the show I have, we are expecitng at least 10.... so, if I need to cancel, as the show is 45 minutes from here, how do you try to salvage what you can? I have encouraged the host for the outside orders....
Thanks for your help!
 
Don't count it out until it happens! You may not get as much as you think. Talk with your host, I usually tell her we'll make a decision that day and if she wants help calling people I can help her. Most of my shows have held in the snow, just takes longer to get there and fewer people may show up. You can offer to do a catalog show if it doesn't hold or offer to change to the following week (tell all guests when you call them). I've done a white sale before. One of the door prizes was 10% off everything white since it had been snowing all day.
 
You can set up a conference call through freeconference.com, and do a "phone show" - talk about cookware, stoneware, hosting, etc. And book the current host from herself for a later date. Of course, best case would be that you don't have to cancel. :)
 

Frequently Asked Questions

What should I do to prepare for a snow event when hosting an outdoor event?

To prepare for a snow event, monitor weather forecasts closely and have a contingency plan in place. Consider providing tents or canopies to shield guests from snow, and ensure pathways are cleared and salted to prevent slipping. Additionally, have warm beverages available to keep guests comfortable.

How can I protect food and beverages during a snow event?

To protect food and beverages, use insulated containers and keep them covered as much as possible. If the event is outdoors, consider using portable heaters or warming trays to maintain food temperatures. Additionally, serve items that are less affected by cold weather, such as soups or stews.

What are some tips for keeping guests warm during an outdoor event in the snow?

To keep guests warm, provide blankets or shawls for them to use. Set up heat sources like outdoor heaters or fire pits, and encourage guests to dress in layers. Offering warm food and drinks will also help maintain their body temperature.

How can I salvage an outdoor event if heavy snow starts to fall?

If heavy snow starts to fall, assess the situation and communicate with your guests. If possible, move the event indoors or to a sheltered area. If that's not feasible, consider shortening the event or providing additional amenities like hot drinks and warm seating to make guests comfortable.

What are some alternative activities for an outdoor event during a snow event?

Alternative activities could include snow-themed games, a hot chocolate bar, or a cozy storytelling session around a fire pit. You can also incorporate winter sports like snowshoeing or sledding if the conditions allow. Ensure that all activities are safe and enjoyable for your guests.

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