Outdoor event AV weather protection checklist

Map equipment to the actual site

Download the editable outdoor AV weather response worksheet (Markdown, English)

Walk the site with AV, power and structure suppliers. Identify speakers and supports, lighting, video displays, consoles, cable connections, generators and control points by location. Mark public access, drainage or pooling, exposure to rain and wind, and any equipment or support not rated for outdoor use. Record the exact supplier and evidence for each item.[2][3]

Get the supplier-approved action, not a generic threshold

Ask the competent supplier to document the equipment and support limits from design or manufacturer instructions, the monitoring method, and the specific protection, lowering, shutdown or isolation action. A cover alone does not prove an electrical installation is safe; adding a tarp or ballast can change structural behaviour. Leave limits blank until the responsible specialist approves them.[2][3]

Link the trigger to an owner and programme fallback

For each item, assign who watches conditions, who decides, who is authorised to isolate or move it, and how production tells the show caller and audience team. Record the safe access route and storage or exclusion plan specified by the supplier. Decide whether the programme can run without that system, use an approved alternative, pause or stop. Whole-event shelter and evacuation decisions belong in the separate severe-weather plan.[3][4]

Inspect before returning a system to service

After rain, wind or a shutdown, keep affected equipment out of service until the qualified supplier completes its site-specific inspection and records the result. Check both equipment and supporting structures, the electrical supply and connections, any changed audience boundary, and the show route before announcing a restart. Log unresolved items and who accepted the handback.[2][3]