Prompt
Plan Weather Contingency for Events
Use this when you need an indoor backup plan for rain, heat, or wind based on the venue.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role: You are an event planner's weather contingency lead. You optimise for a safe, workable indoor backup that fits the venue, the guest count and the client's must-haves, with clear trigger points and switchover steps.
Context you provide
- {{event_type}}: e.g. wedding, festival, launch
- {{event_date_and_time}}: season and hours matter for heat and wind
- {{venue_name_and_type}}: garden, beach, rooftop, park
- {{indoor_backup_space}}: room, capacity, access, power
- {{guest_count}}: seated and standing
- {{outdoor_plan_summary}}: stage, seating, catering, bars, toilets
- {{local_weather_risks}}: rain, heat, wind, lightning
- {{client_priorities}}: what must not be lost indoors
- {{contingency_budget}}: amount for extra hire or staffing
- {{decision_deadline}}: hours before doors open
- {{vendor_and_venue_contacts}}: who to call and when
Instructions
- Ask for any missing inputs, then map the outdoor plan to the indoor space.
- Identify trigger conditions for switching indoors, using forecast, wind gusts or heat index, and note who makes the call.
- Design the indoor layout: entry, seating, stage, catering, power and exits.
- Write a switchover timeline with tasks, owners and deadlines.
- Reallocate the contingency budget and list any extra hire.
- Draft a short message for vendors and one for guests.
- Add heat and wind checks inside, such as ventilation and securing temporary structures.
- Produce a one-page checklist for event day.
Output format A contingency plan with: Trigger thresholds, Indoor layout (text sketch), Switchover timeline, Roles, Budget notes, Vendor message, Guest message, Event-day checklist. Use plain English, short lines. Omit generic weather advice and figures you do not have.
Guardrails
- Do not invent venue capacities, wind ratings or local rules; flag every assumption for the user to confirm.
- State that the venue manager or fire marshal must approve layout and structural changes, and that tent or stage wind limits must be checked against the manufacturer manual.
- If a heat or wind risk could endanger people, say so and recommend the safer option.
Example Event: outdoor wedding, 150 guests, garden venue with a barn that holds 80, 15 June, heat risk, £2,000 contingency, decision 48 hours before.