But what if it rains?
Key Objectives
Weather can be unpredictable, but our approach to event planning is anything but.
At HQ New Zealand, we understand that the success of any event hinges on meticulous planning and the ability to adapt to unforeseen circumstances. Our extensive experience has taught us to anticipate and plan for all possible weather scenarios. From torrential downpours to heavy snow, we have a comprehensive range of backup plans to ensure that your event proceeds smoothly.
So in the autumn of 2024, when a group of 250+ had their adventure day affected due to unseasonal heavy rain and strong winds, HQ New Zealand had it covered.
In the months leading up to the event, our client had asked what would happen in bad weather and we had presented various situations and timelines. This is because we know not every type of bad weather means the same outcome and not every client will want the same solution.
The group had planned an activity involving hiking and jetboats which could be impacted by bad weather. Some examples of alternative solutions discussed with the client included
- Alternative hiking routes along safer, sheltered routes that could go ahead in certain weather conditions
- Alternative bespoke and private boat tours
- Wine tours
- Indoor simulated mountain climbing team challenge
Impact
As the lower pressure system got closer and closer to New Zealand, we confirmed the contingency plans with the event contact and executive team 72 hours out from the event and sprung into action.
HQ New Zealand immediately offered guests the option to choose an alternative activity that suited them and gave 124 hours to make their choice. These alternative plans were put into place the following day when we advised the client that the weather was, as forecast, too poor to continue with the original activity.
With over 24 years of experience in the event planning industry, we have honed our skills in managing events under various conditions, ensuring that every detail is accounted for. Our operations team worked tirelessly to manage the pivot and were onsite communicating with guests so they understood the change to their itineraries and make certain we had all special requests covered.
Our client had this to say about working with us:
“HQNZ gave me confidence that you had all angles handled from the beginning. Your ability to pivot when the weather gods really did not smile on us was also impressive. Of all our vendors we worked with, HQ was the easiest to do business with and we really valued the collaboration. The overall guest feedback has been excellent.”
Our team works diligently to create bespoke alternative arrangements, so you can rest easy knowing that every angle has been covered and we can deliver an event that still aligns with your objectives and expectations. We go above and beyond to ensure our clients understand our solutions and how and when they would be implemented.
Our success is also built on our robust network of local vendors and venues. Over the years, we’ve cultivated strong relationships that allow us to quickly adapt to any situation. This network provides us with flexible options and resources, ensuring we can respond efficiently to last-minute changes or challenges.
Know that you can trust us to manage the details and navigate any challenges so you can focus on creating memorable experiences.