09-07-2025
An Event's Worst Enemy? The Weather. Here's How Planners Can Prepare
Rosé on the rooftop in New York City. Sunset cocktails on the Seine. An evening architecture cruise along the Chicago River. Countless carefully planned outdoor experiences like these have been ruined by weather.
Events are increasingly vulnerable to extreme weather, according to a new report co-authored by Shawna McKinley, principal, Clear Current Consulting.
It tracked 2,091 events over a 20-year period.
Among the report's key findings: The number of reported incidents of storms, heat, wildfires, and flooding impacting event outcomes climbed between 2023 and 2024. The total number of reported event disruptions caused by extreme weather increased by 86.5%, with major storms playing a significant role.
The threat of extreme heat, which has already reached over 40°C (104°F) this summer in parts of Europe, is different from other weather threats, said McKinley. 'Unlike major storms and hurricanes that typically cancel events outright, people still gather at events when it's hot,' she said. 'So on-site contingencies are needed to reduce heat exposure.'
What Can Planners Do?
McKinley recommends that planners look to their destination partners for information on weather risks, and advocates that destinations be prepared to provide this information.
'Bear in mind, though, that past weather may not fully predict future risk as climate changes. So destinations may need to refer to local, regional, and national climate projection models. Resilient destinations can translate these projections into briefs for travelers.'
Some destinations are already taking steps to address the issue. Following the 2021 heat dome in British Columbia, the province developed planning resources to help event organizers with contingency planning, along with a province-wide alert system. Travel Alberta has prepared a landing page of wildfire-related information, including how to monitor for issues and sign up for notices and alerts.
Among the tools planners can use to assess risk are the U.S. Climate Vulnerability Index, which publishes a map showing which communities are most impacted by changing climate. In Europe, a new report, Extreme Weather Risks for Tourism in the European Union, ranks destinations by their weather risk.
Seasonality is also changing, with shoulder seasons — a popular choice for meetings — now at risk of less-than-optimal weather.
'Would you want to book a shoulder season winter incentive program in a destination where the number of winter days, and access to winter experiences, are shrinking? Probably not without a good back-up plan,' McKinley said.
'If you need predictable weather for your event to come off well, choose your timing and destination carefully, because things are changeable. Bear in mind, 'extreme' weather impacts on events aren't just about high damage/short duration events, but slow changes, like winter warming.'
