In short
- Agree the wet-weather plan before the day, not on it.
- Check a current forecast close to the date, and again on the day.
- Decide who calls the change, and how the crew is told.
- Plan the filming around the indoor option too, so sound, light and positions still work.
Agree the wet-weather plan before the day, check a current forecast close to the event, and decide who makes the call. With those three things settled, rain becomes a change of position, not a crisis.
Why weather matters to filming
Weather affects the event and the video in different ways.
Rain is loud on a roof and on a tent. Wind carries off speech. Dark clouds change the light between one moment and the next. Equipment needs shelter, and the crew needs a safe place to stand.
What helps most is a plan that both the organiser and the crew have seen.
Check forecasts at the right time
A forecast months ahead is a guess. Use it only to remember that weather is a question. Look at a current forecast from an official or trusted source in the days before the event, and again on the morning.
Heavy rain is common in many places at some times of the year. Ask the venue and the local people what is normal for your town, instead of relying on a general rule.
Agree the alternatives early
For each outdoor part of the programme, write down three things: the outdoor version, the indoor or sheltered version and the moment you will decide between them.
| Part of the programme | Outdoor plan | Wet-weather plan | Decision time and who decides |
|---|---|---|---|
| Arrival and welcome | Open-air entrance | Covered walkway or lobby | Organiser, one hour before |
| Ceremony or speeches | Stage or field | Indoor hall | Organiser and venue |
| Group photos and key moments | Garden or lawn | Indoor backdrop | Organiser |
| Performances | Open stage | Smaller indoor stage, or delayed start | Organiser, with performers |
The weather contingency planner turns this into a sheet you can share with the crew.
What the indoor option needs for filming
A move indoors changes more than the place.
- Positions. Camera positions that worked outside may be blocked or too far away.
- Sound. Speech may need to be recorded from the venue’s system or from a microphone at the speaker, because echo and crowd noise are different.
- Light. Indoor light is lower and mixed. Check what the hall provides.
- Access. A venue may need advance notice for set-up in a different room.
Ask the venue early whether the indoor space is available for the date, and what the crew would need to set up there.
An illustration
For example, a company plans an outdoor family day with a stage on a field, a short speech and games. The back-up is a covered hall nearby.
The agreed plan is simple.
The organiser checks the forecast the day before and again at a set time on the morning. If rain is likely, the speech moves into the hall and the games run under the covered area.
The crew is told by one named person. Filming positions and sound for both are planned beforehand. This is an illustration, not a past job.
Responsibilities and limits
The organiser decides if the programme changes and tells the crew. The venue confirms what indoor space is available. The crew plans for both versions and protects its equipment.
If conditions are unsafe for the crew or the equipment, we tell you early and suggest an alternative.
What we confirm for your event
- What the crew does if it rains during the key moment.
- How the equipment is protected, and what comes first.
- How sound is recorded if the speech moves indoors.
- Who tells the crew about a change, and by when.
- What happens to the booking if the date has to move.
If you want to look at the venue side, the venue filming questions checklist helps. For date choices, read our guide to holidays and peak dates.
Where we can help
Tell us the venue and date, and we confirm the crew and travel. See event videography for what we film, and the conditional drone footage page if you are considering aerial shots, since weather and approvals both apply.
Tell us which parts of the programme are outdoors and what the venue can offer indoors. We help you agree a back-up plan and confirm what the crew covers if it changes.
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