The crisp air of a harvest festival. The festive glow or a holiday market. The communal warmth of a bonfire.
There’s something magical about outdoor events in the fall and winter. These events can be incredibly successful, but they come with a unique set of challenges—namely, the weather. Unlike a summer shower that passes quickly, cold, wind, and precipitation in the fall and winter can shut an event down if you're not prepared.
But fear not. A successful cold-weather event isn't about controlling the weather; it's about managing it. Here’s a breakdown of the weather considerations and guest-comfort amenities you need to plan for if you’re hosting an event during this festive time of year.
Your number one priority is guest safety and comfort. This means having a plan for every likely weather scenario.
It’s not just the temperature on the thermometer; it’s the "feels like" temperature. A 40°F day can feel pleasant in the sun but miserable in the wind. A 35°F day with rain is far more dangerous than a 25°F day with snow.
Your Plan: Have a "go/no-go" trigger point. At what wind speed do your tents become unsafe? At what temperature or precipitation level does the event become un-fun or dangerous?
Wind-Proofing: Secure all tents, signage, and vendor booths with appropriate weights (sandbags, water barrels). Wind can turn a pop-up tent or a poorly secured sign into a hazard.
Precipitation: Is your event "rain or shine" (or "snow or shine")? If so, you need ample shelter. If not, you need a clear rain-date policy.
What happens to your venue after it rains or snows?
Your Plan: Have a plan for mud. This could mean laying down straw, wood chips, or temporary event flooring, especially in high-traffic areas like entrances, food vendor lines, and paths to restrooms. For ice, you'll need salt or sand for all walkways and parking areas. Ensure you have a snow-removal plan for pathways and emergency exits.
In winter, it can get dark before 5 p.m.. An event that's perfectly lit at 4 p.m. can feel spooky and unsafe by 4:45 p.m.
Your Plan: You will need more lighting than you think. Rent light towers for parking lots and large open areas. Use string lights for ambiance, but rely on functional, bright lighting for pathways, vendor areas, restrooms, and exits. Ensure all electricals are rated for outdoor use and properly covered from moisture.
This is the most important part. What happens if you must cancel?
Your Plan: Define your policy before you sell a single ticket.
Communication: How will you notify attendees? (Email, social media, a banner on your website).
Rain/Snow Date: Do you have one? How will tickets be transferred?
Refunds: What is your refund policy for a weather-related cancellation?
A good ticketing platform (like Passage!) can be your best friend here. You can easily send an email blast to all ticket holders directly from your admin panel and efficiently process refunds or transfer tickets to a new date, saving you a massive administrative headache.
A comfortable guest stays longer, has a better experience, and is more likely to spend money on food and merchandise.
This is non-negotiable. Guests who are shivering in the cold will leave early, and be less likely to buy tickets next year.
Tents: Don't just get a canopy; you need tents with heavy-duty walls to block wind. Clear-top tents can be magical for a "snow-globe" effect, but make sure they are properly heated.
Heaters: The "mushroom-style" patio heaters are good for taking the edge off in small, semi-enclosed areas. For a large, enclosed tent, you will need a powerful forced-air or propane tent heater.
Fire Pits: These create amazing ambiance and a natural gathering spot. However, they require constant supervision, safety perimeters, and on-site fire extinguishers.
A cold guest is a hungry guest. Hot food and drinks are a necessity and a major revenue driver.
Hot Drinks: Coffee, hot chocolate, tea, and hot apple cider are essential. If your event is 21+, consider "upgraded" warmers like mulled wine or hot toddies.
Warm Food: Think beyond standard festival fare. Offer items like chili, soups, stews, or grilled cheese.
Speedy Lines: No one wants to take their gloves off to fumble with cash. A fast POS system (like Passage's) that accepts tap-to-pay and mobile wallets keeps lines moving and hands warm. You can even sell food and drink vouchers online in advance.
These are the details that turn a good event into a great one.
Dry Seating: Make sure all seating is wiped down and dry. Hay bales look festive, but they get wet and icy—consider wooden benches or chairs instead.
Better Restrooms: A standard porta-potty is a frigid experience in winter. If your budget allows, upgrading to a heated restroom trailer is a game-changing amenity. At a minimum, ensure they are well-lit and stocked with hand sanitizer (as water-based hand-wash stations can freeze).
"Comfort" Merchandise: Sell items that solve your guests' problems. Think hand warmers, fleece blankets, beanies, and scarves branded with your event. Pro Tip: Use Passage to bundle these items with a ticket (e.g., "VIP Ticket + Commemorative Blanket") to boost your pre-event sales.
Clear, Secure Signage: Make sure your signs are large, well-lit, and weighed down so they don't blow away.
An outdoor fall or winter event requires extra planning, but the payoff can be huge. By anticipating weather challenges and investing in your guests' comfort, you can create a memorable and profitable experience.
With a partner like Passage, you can manage your event's complexities—from pre-selling merchandise and managing timed-entry tickets (to prevent long, cold lines) to communicating weather alerts and handling rain dates with ease.