Be Ready When Rain Strikes

Rain can wreak havoc on your well-thought-out marching performance plans and not being prepared for it can cost you thousands of dollars. However, with proper planning and preparation, the impact of rain can be significantly mitigated. Here’s a comprehensive guide to handling those rainy weather conditions, from pre-performance preparations to post-show care. Rain may not be the most ideal situation but if you’re prepared, you can still have a successful and enjoyable experience.

Have a Plan

Rain looms on the horizon and although you wish it would pass by you, it is inevitable. As the director, it is now your responsibility to put a plan of action in place to keep your students, staff, band parents, and equipment safe. Remember that your organization is looking to you for guidance and you have the final say. Having a clear and concise plan of action is your key to success.

To begin building your plan you must consider all of the possible situations you may encounter. We’ve listed some recommendations for your pre-show, showtime, and post-show routines for you to consider but you’ll certainly encounter other situations. Let us know how you handled it.

Rain Before the Show

We’ve outlined how to maximize efficiency when loading and unloading your truck on a clear day and you should have a general idea of how much time it takes to unload your equipment. When dealing with rain, extra steps need to be taken so your equipment is protected and this requires more time. Plan accordingly.

Step One - Front Ensemble / Drumline

The first step in your game plan is deciding what equipment can be used for the show and where you are going to place your equipment until it’s time to perform. If a covered area is available to you, utilize this space to place your front ensemble equipment. If you are able to travel with portable canopies, secure them with weights near your truck to provide shelter for your equipment and quick loading if the weather deteriorates. If no area is available, use tarps with bungees to cover your keyboards and put trash bags over your drums before bringing them outside to keep them dry for as long as possible.

Remember that nothing gets unloaded unless the director makes the call. Communicate with your unloading crew to make sure this is understood and that flexibility is crucial in a changing weather environment.

Step 2 - Electronics

If you make the call to use electronics, set them up inside your equipment truck and then pull them out as close to the performance as possible. This way, if you need to make a last minute decision to not use them, they are easily packed up and put away. We recommend always having a tarp and bungees with your electronics in case they need to be covered quickly.

Step 3 - Warm Up

The decision to warm up the group rests solely with the director. The front ensemble equipment is more vulnerable in rainy conditions and repair cost vs. value should be taken into consideration. If no warm up is possible with the front ensemble, utilizing various hand and wrist movement exercises or singing through the show excerpts can engage the minds and hands in preparation for the show.

Getting the drumline warmed up is crucial to performance success and playing on the drums is preferred. Drums are less susceptible to rain but trash bags can be kept over the drums during warmup to keep the drums dry as long as possible. If you need need an alternate solution, doing various hand warm ups and singing through show excerpts will work as well.

Step 4 - Communicate

Before heading onto the field, review procedures for both showtime and post-show with student and volunteers.

Discuss

What equipment will be used
Procedures if rain starts during or after the show
Procedures for performance & post performance if currently raining
Remind students to double check that all electronics and front ensemble pieces have their tarps and bungee cords ready for use

Rain During the Show

It looks as though the rain may hold off until after your performance and you have made the call to bring all of your equipment on the field only to find out the conditions are changing rapidly and you need to go into “rain mode”. Reviewing the details and practicing your showtime rain plan with your students and volunteers before showtime will make the transition from performance to “rain mode” smooth and efficient. Remember to keep an eye on the weather radar and communicate potential changes to your plan before they happen.

It starts to rain

Electronics are the highest priority. Stay plugged in but turn everything off and cover with tarps. After the equipment is covered, the director can then make the call to begin unplugging if conditions are worsening or to uncover and turn electronics back on if the conditions improve.

Light to moderate Rain

Electronics should be turned off and covered. Keyboards can continue playing.

Medium to Heavy Rain

The entire front ensemble is the highest priority. Turn everything off, tarp everything, and unplug the equipment.

Worst Case scenario

Turn off, cover, and unplug all electronics, cover the entire front ensemble, and proceed to the safety.

Rain After the Show

Raining

The key to success in the rain is to keep the instruments covered as long as you can. If it’s still raining after your performance, tarp the instruments once off the field and keep them covered until they are back on the truck.

When loading equipment, bring the instruments into the truck one at a time so there is space to take the tarp off and to give the instrument a quick wipe down before placing it in it’s traveling position.

Rain has stopped

If your instruments are wet but the rain has stopped, uncover the instruments and give each one a quick wipe down before being loaded onto the truck.

Air it out

You’ve had a successful performance in the rain and are back at the school. Although you’d love to leave the cleanup for Monday morning, all of the equipment needs to be dried to prevent mold. If you only had a slight to moderate amount of rain, your equipment may be dry by the time you are back at the school but if there was an abundance of rain, take these steps to air out your equipment.

Electronics

Need around 48 hours to fully dry out before their next use
- Open all cabinet doors to allow air to move around all electronics
- Use shop fans to help move large quantities of air
- Be very mindful to dry out all areas where connections are made (inputs/outputs)

Acoustic Keyboards

Will dry relatively quickly when uncovered and wiped with a dry towel
- Mallets should be laid out individually to dry
- Mallet bags should be left open to dry

Cymbals & Accessories

Cymbals should be laid out individually to dry
Cymbal bags should be left open to dry out
Accessories should be left out to individually dry

Drums

Will dry relatively quickly when uncovered and wiped with a dry towel
Turn drums upside down to remove water from the rim area
Leave cases open to dry out
Hang drum covers

Canopy Tents, Tarps, and Towels

Leave out overnight to dry

The Extras

Here are some essentials to keep on your equipment truck for those rainy days

Tarps

Have one tarp per instrument / cart
Tarps should be slightly larger than the instrument / cart
2 ball bungees per tarp
- Roll tarp up tight and attach to frame / cart
Have tarps for your:
- Speaker towers
- Mixer cart / stage boxes
- Synthesizer carts
- Generator
- Timpani
- Keyboards
- Auxiliary racks
- Concert bass drum
- Tam-tams

Towels

Large bin of towels to wipe down equipment
Second bin for wet towels

Canopy Tents

Have enough to cover your front ensemble
Can carry extra for drums
Use weights to keep the canopy tent on the ground

Be Alert & Communication

Rain can derail any great laid plan but keeping yourself aware of the current conditions, thinking through what might happen, and having strategies for what may happen next keeps students, volunteers, parents, and staff safe.

Once a suitable rain plan is developed, document the procedures and approve them with your administration. Supply these approved procedures to other directors, volunteers, parents, and students and keep a laminated copy on the equipment truck.

Communicate, communicate, communicate….

Whether your method of communication is through texts, reminds, app posts, calls, emails, walkie-talkies, or a combination of different methods, use them to your advantage to keep everyone informed. Those around you want to help but they need to be on the same page to be effective.

A rain procedure is a powerful tool so practice your plan on a sunny day to make those rainy days less stressful.

SAFETY DISCLAIMER - LOADING and unloading THE TRUCK IN THE RAIN CAN POSE SLIPPING HAZARDS TO STUDENTs

VOLUNTEERS & STAFF - be careful

Thanks to Luke Vogt at V.R. Eaton High School in Haslet, Tx for the idea to write this article. Let us know what you’d like us to cover!

Rain, Rain, Go Away: Tips for Rainy Day Performances