12 Ways to Prepare Your Outdoor Wedding or Event for Uncertain Weather

Picture This…

You’ve spent months planning the perfect outdoor wedding or event in Fort Collins, Boulder, Cheyenne, or Laramie. The decor is stunning, the guests are excited, and the entertainment is set to create unforgettable moments. But then—dark clouds roll in, the wind picks up, or the temperature skyrockets. What now?

No one can predict the weather, but with the right planning, you can be ready for anything. Here’s how to keep your event on track, rain or shine.

1. Have a Plan—and Love It!

The Reality: Hoping for perfect weather is not a plan. If you don’t have a backup strategy, unexpected conditions can turn your dream event into a disaster.

The Solution: Design your ideal outdoor setup, but also create a weather-ready backup plan. Whether that means reserving an indoor space or arranging for tents, knowing you have a solution will help you relax and enjoy your event no matter what.

2. Prepare Guests in Advance

The Reality: Guests don’t always know what to expect unless you tell them. If they arrive unprepared, discomfort can dampen the experience.

The Solution: Communicate event details, including expected weather, terrain, and dress code. If your event is in the summer heat or on uneven ground, let guests know so they can bring water, wear sunscreen, or choose the right footwear.

3. Choose the Right Venue

The Reality: Not all venues can handle last-minute weather shifts.

The Solution: Opt for a venue that offers both indoor and outdoor options. Many hotels, resorts, and event spaces provide a seamless transition between the two, ensuring that your event flows smoothly regardless of the forecast.

4. Confirm Backup Indoor Spaces

The Reality: A sudden storm can ruin an event if you don’t have a Plan B.

The Solution: Secure access to an indoor location at your venue. Make arrangements in advance so that if the weather turns, you can quickly relocate.

5. Rent a Tent for Protection

The Reality: A little rain or extreme sun can make outdoor events uncomfortable for guests.

The Solution: Tents offer excellent protection, but they need sidewalls, heating, or air conditioning to be truly effective. Arrange for lighting if your event extends into the evening.

6. Opt for Weather-Resistant Decor

The Reality: Wind and rain can destroy delicate decorations and furniture.

The Solution: Choose sturdy chairs, weighted centerpieces, and decor that won’t blow away easily. Consider heavier floral arrangements or secure table settings to withstand gusty conditions.

7. Provide Comfort Items for Guests

The Reality: Extreme temperatures can make guests uncomfortable.

The Solution: Have essentials on hand: water bottles, mini fans, sunscreen, bug spray, and umbrellas. For colder weather, blankets or portable heaters can be lifesavers.

8. Avoid Dirt-Heavy Venues

The Reality: Wet weather can turn dirt into a muddy mess.

The Solution: Choose venues with paved or grassy areas. If you can’t avoid dirt, use wood chips or hay to create solid walkways and prevent slipping hazards.

9. Keep Bugs at Bay

The Reality: Outdoor events attract more than just guests—bugs love them too.

The Solution: Use scent-free insect repellents, citronella candles, and strategically placed torches to keep mosquitoes and flies away.

10. Have a Backup Plan for Photos

The Reality: A rainy day can impact your wedding or event photos.

The Solution: Scout indoor photo locations in advance—museums, university buildings, or public spaces often work well. If you’re staying outside, get creative with fun umbrellas or stylish rain boots for unique, memorable pictures.

11. Get Your Team on the Same Page

The Reality: If bad weather hits, confusion can lead to chaos.

The Solution: Inform your vendors, venue staff, and event team of the backup plan in advance. A quick shift indoors or a fast setup of tents will go much smoother if everyone knows their role.

12. Consider Event Insurance

The Reality: Some weather disasters are beyond even the best planning.

The Solution: For events during seasons with high risks of severe weather—blizzards, tornadoes, or flooding—consider purchasing event insurance. This extra layer of protection ensures that if you need to reschedule, you won’t be hit with major financial losses.

Let’s Make Your Event Weather-Proof!

At Mountain Event Services, we know that unpredictable weather shouldn’t stand in the way of an amazing event. Our team specializes in DJ services, photo booths, videography, photography, and event lighting rentals in Fort Collins, Boulder, Cheyenne, and Laramie. Whether you’re planning a wedding or a corporate event, we’ve got the expertise to keep your event running smoothly—rain or shine.

Ready to plan your stress-free event?