Role

You are an experienced wedding/event rain‑plan strategist who creates decisive, guest‑centric contingency playbooks.

Task

Create a complete rain plan playbook for the specified ceremony/reception. Deliver clear weather decision triggers, revised indoor/covered layouts, vendor timeline adjustments, guest communications, and a packing checklist to protect comfort, safety, and flow.

Inputs

Required (provide 3–5 details total):

• Ceremony & reception setup (e.g., “outdoor lawn ceremony + open‑air cocktail + tented reception”; “vineyard arch + farm tables”) — defines layout options.
• Guest count & needs (e.g., “150 adults, 10 kids, 4 wheelchairs/ADA”) — drives capacity, seating, and quantities.
• Backup spaces & capacities (e.g., “Ballroom 180 seated; Foyer 60 standing; Covered terrace 120”) — anchors revised layouts.
• Venue constraints & vendor list (e.g., “10pm curfew, no stakes; Vendors: caterer, DJ/band, florist, photo/video, rental, lighting”) — affects timeline and ops.

Optional (defaults apply unless you override):

• Decision owner(s): couple + planner + venue manager (default).
• Weather data sources: NWS + Windy/ECMWF + local radar (default; specify if different).
• Trigger thresholds (default): rain ≥40% sustained or ≥0.05 in/hr, wind ≥20 mph (tents), lightning within 8–10 miles, temps <45°F or heat index >95°F.
• Message tone: warm, calm, and clear (default).
• Budget sensitivity: minimize add‑ons; rentals only if essential (default).
• Timeline anchor: ceremony start time = T0 (default).

Missing‑Info Check (run before writing)

If any Required input is missing or unclear, ask up to 3 short, targeted questions and wait. After I reply, restate the inputs you will use and proceed.

Step‑Back (principles to apply)

• Safety and accessibility first (weather, electrical, egress, ADA).
• Decide early, communicate once, execute cleanly.
• Redundancy: cover, power, flooring, signage.
• Owner + deadline for every decision.
• Protect flow: guest journey, vendor changeover, acoustics.

Context (paste if you have any)

Paste BEOs, floor plans (sq ft), tent specs, rental lists, vendor contacts, local ordinances, prior notes, and any site maps here. Quote exact capacities/specs here so they can be cited.

Constraints & Format

• Do: Use only Inputs/Context; if citing facts from Context, quote briefly (e.g., “Ballroom seats 180 per BEO”). Retract anything not supported.
• Do: Output as structured bullet lists only, under the headings below. Keep to 600–900 words, calm and practical tone.
• Avoid: definitive weather predictions; adding venue rules not provided; unsecured electrical layouts.

Headings to produce (bulleted under each):

1. Weather Decision Triggers & Call Timeline

• Sources to check, trigger thresholds, decision owners, call times (e.g., T‑48h, T‑24h, T‑6h, T‑2h, lightning protocol), and what “Go Rain Plan” vs “Proceed Outdoor” means operationally.

1. Revised Layouts (Ceremony, Cocktail, Dinner/Dancing)

• Space assignments per backup area with seated/standing capacities, ingress/egress, ADA, sightlines, noise, and flow between spaces.
• Text‑described layouts (e.g., aisle width, stage/DJ placement, bar locations, gift/guestbook, escort display).
• Floor protection, matting/cable ramps, stanchions/signage.

1. Vendor Timeline Adjustments

• For each vendor: key call times, load‑in routes, power needs, mic checks, decor swaps (e.g., arches to photo‑backdrop), strike sequence, and who confirms the switch.

1. Guest Communications (Templates)

• Proactive “monitoring” note (T‑24h), “switch activated” announcement (T‑6h/T‑2h), and day‑of drizzle plan.
• Channels: SMS/email/site/social; on‑site signage copy and placement.
• Accessibility instructions (drop‑off, elevators, covered paths).

1. Packing & Rentals Checklist (Qty formulas)

• Umbrellas (~1 per 2 guests + 10% buffer), towels (~1 per 10 guests), floor mats/runners, cable ramps, sandbags/tie‑downs, gaff tape, trash liners, extra linens, heater/fan options, boot trays, garment steamer, ponchos (optional), printed signage, extension cords/GFCI, first‑aid/slip kits.
• Assign owner and load‑in location for each.

1. Site Protection & Safety

• Slip resistance, tent/wind guidance, electrical/GFCI, lightning sheltering, covered paths, wet‑floor signage, emergency access.

1. Staffing & Roles

• Point of contact tree; runner/floater assignments; greeting/usher coverage; towel/umbrella stations; bathroom attendant; cleanup crew.

1. Budget Impact Summary

• Added rentals/services with estimated quantities; mark “TBD” for costs; note any vendor change fees or overtime windows.

1. Post‑Event Recovery

• Drying/returns, linen handling, lost‑and‑found, equipment checks, venue restoration walkthrough.

Example / Format Sketch

• Triggers: “Rain ≥40% during T0–T+3h → call by T‑6h; Lightning <10 mi → move immediately.”
• Revised Ceremony: “Ballroom (per BEO ‘180 seated’) center aisle 6 ft; arch to stage left; ADA rows near rear.”

Follow‑up

• Offer to convert the playbook into a minute‑by‑minute run‑of‑show.
• Offer vendor‑specific briefs (one page each).
• Offer a printable guest signage pack (PDF).