THIS ARTICLE COVERS:
Behind the Scenes
Brisbane Corporate Catering
Christmas Catering
Corporate Catering
End of Year Events
EOY Events
Event Catering
Event Planning
The good news is that storm season doesn’t have to mean cancelling the outdoor party. It means planning with a contingency in mind from the start. Here’s how we think about it.
The best time to plan for rain is when the sun is shining. Before you lock in an outdoor setup, ask yourself one question: “If the forecast turns, what happens?” If the answer is “we’ll figure it out on the day”, that’s the first thing to fix.
A good contingency plan answers three things before the event:
Where will guests go if it rains?
Who makes the call, and by when?
How do guests find out about any change?
When these are agreed in advance, a weather change becomes a swap of plans instead of a scramble.
Sometimes only an outdoor setting will do, whether it’s the view, the garden or the atmosphere. If you’re set on it, a clear roof or tipi-style marquee gives you the best of both worlds. Guests keep the open-air feel and the twinkling evening sky, and you’re covered if the heavens open.
Hot tip: think about the journey to the event space, not just the space itself. A beautifully covered marquee doesn’t help much if guests have to cross a muddy lawn or a slippery path to reach it. Before the day, walk the route from arrival to the event space and ask:
Is there a covered or firm path from drop-off or parking to the entrance?
Are there any slippery surfaces, steps or uneven ground that get worse when wet?
Will guests in dress shoes or heels be comfortable getting there?
Muddy shoes and slippery paths are never a fun time, and they’re easy to avoid when you plan for them early.
When you’re booking, ask your venue directly: “What’s your wet-weather plan?” A good venue will have an alternative space, a covered area or a clear process. If they don’t, you’ll want to know that before you commit.
Once you have a plan, the next step is just as important: make the call early. If weather is forecast to disrupt your event, the earlier you decide to move to Plan B, the more seamlessly everything can be pulled off. Early decisions give your caterer, venue, suppliers and guests time to adjust. Last minute changes are where the stress happens.
It helps to agree on a decision point with your venue and your event team ahead of time. For example, you might decide in advance that you’ll check the forecast at a set point before the event, and who has the final say. That way nobody is left guessing on the day.
If you’d rather start with a venue that has the weather covered, these are some of our favourites. Each gives you the feel of an outdoor event with a built-in contingency.
Brisbane Powerhouse: Rooftop Terrace
A joined indoor and outdoor space with exterior roller blinds on the deck, perfect for blocking out unexpected showers or gusts of wind.
Glo House
Who said a storm can’t add to the event? Glo House’s fully glass walls and ceiling let you enjoy the moody storm atmosphere without spoiling your night.
State Library of Queensland: Queensland Terrace
A fully undercover alfresco space, with architecturally-designed roofing that substantially protects from rain on an angle from the wind. The large, open space lends itself to small layout changes to avoid rain, rather than the need to move to an entirely different room.
The Black Brisbane
A semi-covered outdoor space that can handle small, passing weather, plus a joined, fully indoor space that can hold almost the same capacity.
Want to see more? Browse our full list of venues.
Photography: Joseph Byford
Rooftop Terrace at Brisbane Powerhouse
GloHouse at the Botanical Gardens
Queensland Terrace at the State Library of Queensland
Outdoor Space at the Black Brisbane
Your menu can be part of your contingency plan. Food that works in more than one setting makes it much easier to move indoors or under cover without compromising the experience. Think about:
Dishes that hold up well in Brisbane’s summer heat and humidity.
Service styles that work just as well in a smaller or covered space, such as canapés, grazing and shared dining.
Where your kitchen will be placed. Wet weather doesn’t only affect the event space, so if the nominated area or facilities aren’t properly sheltered from the elements, flag it early. It may mean bringing more equipment, changes to bump-in and access requirements, or a longer distance from the event space to factor into service times.
Talk to your caterer about your Plan B at the planning stage. We’d much rather plan for both scenarios from the start than adapt on the fly.
Even the best Plan B falls flat if your guests don’t know about it. Let people know in the invitation that there’s a wet-weather plan in place, and have a simple way to share updates, such as an email, a text or a message on the group chat. Remind guests to bring a jacket or umbrella, and let them know where to arrive if the plan changes.
Brisbane summers are part of what makes our events special, storms included. With a clear roof marquee or a strong Plan B, a venue that’s ready for wet weather, a kitchen that’s planned around the elements, an early decision and a menu that adapts, you can enjoy your event whatever the sky decides to do.
Planning an end of year event and want to talk through your weather contingencies? Get in touch with our team and we’ll help you plan for every scenario.
