Weather planning should be written before the forecast matters.

Safety and feasible operation come first

Outdoor conditions can make a setup unsafe or materially different from the approved design. Solomia Events, a property, public authority, vendor, or emergency official may each have responsibilities or limits that affect whether equipment can be installed or an event can continue.

A forecast alone is not the full decision. Actual site conditions, equipment specifications, lightning risk, wind exposure, heat, surf, access, standing water, and official warnings can matter at different times.

Conditions that may change the plan

• Lightning, thunderstorms, official watches or warnings, and unsafe travel conditions.
• Sustained or gusting wind that affects shade, screens, signs, flowers, candles, textiles, sound equipment, or temporary structures.
• Rain, wet sand, standing water, saturated ground, or conditions that can damage equipment and reduce safe access.
• Heat, humidity, sun exposure, air quality, or inadequate shade and hydration for the guest profile.
• Surf, tides, beach erosion, high water, seaweed, or a reduced usable footprint.
• Tropical systems, evacuation orders, beach closures, property closures, or emergency restrictions.

Not every condition has a single universal threshold. Any equipment-specific or venue-specific limit should be documented during planning and followed on event day.

What each event proposal should define

1. The forecast sources and approximate review or communication window.
2. Who is authorized to decide whether the original, reduced, relocated, postponed, or canceled plan applies.
3. How the client, venue, Solomia Events, and outside vendors will communicate.
4. Which equipment or services may be changed or removed for safety.
5. Whether a covered or indoor backup is reserved, and who pays for it.
6. Any available rescheduling, credit, cancellation, vendor-cost, or refund treatment.
7. What happens when a client chooses not to proceed despite conditions that would otherwise permit service.

A backup venue is not included automatically. It exists only when the proposal identifies it and its access, availability, price, vendor rules, and revised setup have been confirmed.

Shared responsibilities

Solomia Events

The intended role is to monitor the agreed information, communicate within the documented process, apply safe equipment limits, and deliver the confirmed alternative only when it is feasible and included.

Client

The client should provide reachable contacts, communicate with guests and client-retained vendors, follow safety and site instructions, and make any client-controlled decision by the stated deadline.

Properties, vendors, and authorities

Properties and vendors can impose independent closure, equipment, access, cancellation, and rescheduling rules. Government and emergency directions take precedence over an event plan.