If you are in the live event business and have ever worked on a show in September- October, you have most definitely run across an episode of how to prep or do an event during hurricane season.
Once an hurricane has begun to be tracked by the weather service with a path, the first thing you’ll want to do is educate your client. Clients that do not live in Florida do not understand the overall event, as well as supply and demand, impact a hurricane can have on an event.
An approaching hurricane can affect Florida’s labor force, delivery and attendee travel.
The labor force may not be able to make it to a venue if the storm is upon the state as police ask people to stay off the roads.
Deliveries may not be guarantee if not ordered prior to the hurricane alert a few days prior. This means that the supplier may not guarantee they will have the items delivered if an order is placed a few days before the storm due to anticipating delivery, power and labor issues/ delays from the storm. Keep in mind, vendors will need to close down their offices for hurricane prep for the company and their staff, as well as during the storm and aftermath clean up.
If a hurricane is approaching, your attendees may have travels delays, as airports close during the storm. This will cause flight cancellations and rescheduling.
The event venue will also put certain protocols in place. If any part of the event is to take place outside, those elements will be reconsidered for an indoor location. They will also take into account if the venue loses power. The venue also put a plan in place staffing, which may be lower than normal for their Hurricane crew.
All in all, keep the communication open with your client each step of the way to stay flexible for a successful and safe event during Florida’s hurricane season.