Weather contingency planning

Weather can really impact the safety, success and delivery of your event – especially if it’s held outdoors. 

Weather contingency plan

All events must have a documented weather contingency plan that includes:

• weather thresholds for action (for example, high winds, heavy rain, lightning, extreme heat)
• decision-making process for postponing, modifying or cancelling the event
• responsible persons authorised to make weather-related decisions
• weather monitoring equipment and protocols (for example, who monitors wind levels on the day, how data is recorded and what actions are triggered)
• communication methods for alerting staff, volunteers, suppliers and attendees of changes (for example, text messages, signage, public address system, social media)
• contingency infrastructure (for example, shelters, extra water, sunscreen, shade)
• marquee and temporary structure management, including wind ratings, ballast, and safe dismantling if thresholds are exceeded
• emergency services contacts and procedures if severe weather impacts the event
• evacuation routes and refuge areas in the event of extreme conditions.

Download a Weather Contingency Plan template

Weather protocols should be part of your pre-event briefing. Ensure staff, volunteers, contractors and suppliers understand what to do if thresholds (such as wind limits for marquees) are reached, so actions are consistent and not dependent on one person noticing conditions.

Weather considerations to monitor

• Wind: High winds can destabilise marquees, inflatables, stages and signage.
• Rain: causes slippery surfaces, electrical hazards and water damage to equipment.
• Lightning: poses a serious risk to people and infrastructure. Outdoor activities must stop if lightning is within 10 km.
• Heat: Extreme heat can lead to heatstroke and dehydration, especially for vulnerable attendees, volunteers and children.
• Cold and wet conditions: impact attendance, comfort and safety.

Use reliable sources

You must monitor local weather conditions using:

• Bureau of Meteorology
• live radar and forecast updates
• event-day weather monitoring apps or services
• My Lightening Tracker app.