Managing weather related risks at events

Unexpected or adverse weather can cause issues at any event with outdoor activities. Adverse weather could be any unexpected or extreme weather including high or low temperatures, thunder and lightning, strong winds, heavy rainfall or snow. 

Our advice includes: 

• things to do before the event
• managing adverse weather conditions 
• cancelling, postponing or suspending an event 

Before the event

Things to do before the event:

• include weather conditions in your on-site risk assessment
• consider the safety of everyone attending including spectators, staff and volunteers
• monitor the weather forecast in the days before the event including wind chill or ‘feels like’ temperature
• check the air pollution forecast – in hot weather air pollution can increase and cause problems for people with breathing problems or asthma
• set up cancellation procedures, including who will make any decision about suspending or cancelling, who will supervise children and who will contact parents
• arrange back-up plans, such as moving activities inside
• let participants and parents know what to bring to be prepared for the weather

Kit list

The kit and equipment needed will depend on the weather conditions and the activities taking place, but could include:

• tracksuit or hoody
• thermal layers
• warm hats and gloves
• waterproof coat and trousers
• food and water
• loose, light coloured clothing
• sunhat
• sunscreen (at least SPF 30)
• wetsuit
• neoprene hat
• drysuit

Water-based activities 

Adverse weather conditions can pose a particular risk for water-based activities. These include reduced visibility, rising water levels, strong currents, difficulty controlling vessels, and lightning which is very dangerous on open water.

There are additional things to do if your event includes water-based activities:

• monitor the water temperature as well as the air temperature
• check tides and currents, when relevant
• have a written safety plan specific to the water-based activities
• set clear thresholds for cancellation or suspending water-based activities
• consider using heated shelters or changing areas in low temperatures
• provide shade and drinking water in high temperatures 

Managing the risk of adverse weather

Unexpected or adverse weather can cause issues at any event. If conditions become unsafe immediately stop outdoor activities and seek shelter. Adverse weather can also disrupt transport.

Storms

Storms pose a significant risk because they are unpredictable and can have severe consequences from lightning strikes, falling debris and flooding. They might affect people's travel to and from the event as well as the outdoor activities. 

Storm considerations include:

• set up a weather watch procedure so that someone is monitoring the forecast during the event 
• check for public service announcements if services like water, power or transport may be affected
• establish weather safety rules, such as suspending activity if lightning strikes within 10 miles and resuming 30 minutes after the last strike  
• avoid using metal equipment when a storm is forecast
• remove or securely anchor things like gazebos and goalposts in high winds
• agree a storm specific emergency plan including evacuation routes, location of a safe place to shelter, supervision plans and communication with parents  
• consider safety when children are leaving the event

Very hot weather and heatwave

Extreme heat and sun exposure can cause dehydration, overheating, or heatstroke. Children with existing medical conditions or taking medications may be at increased risk. If it becomes unsafe, stop outdoor activities and move indoors or into the shade immediately. 

Sun safety recommendations include:

• set a maximum safe temperature for outdoor activity based on age and level of activity
• share advice ‘stay hydrated, stay in the shade, and apply sunscreen’ throughout the event
• try to plan activities for cooler times of the day
• encourage children to wear a hat and long sleeved, light clothing for sun protection
• provide shade – consider hiring gazebos if no natural shade is available
• make drinking water available and position water stations, toilets and first aid facilities in the shade
• make sure sunscreen (at least SPF 30) is applied regularly - if parents don’t provide their own, consider asking for permission to use a generic sunscreen, but look out for allergic reactions
  
• know the signs of heat related illnesses like dizziness, nausea, clamminess, or irritability 
  
• make sure first aiders have adequate training and resources to manage heat-related concerns
  
• share these plans with staff and volunteers 

Cancelling, postponing or suspending activities

Before the event

If adverse weather is forecast for your event: 

• consider cancelling early – or warning parents that the event might not go ahead – to help avoid unnecessary costs like travel or childcare
• keep parents updated regularly if the weather situation is changing
• base decisions to cancel or go ahead on safety and the weather forecast, in line with your cancellation procedures 
• make sure it’s clear who is responsible for deciding whether to cancel or stop the event

If you cancel during the event 

If you suspend the event when it is taking place: 

• make sure parent contact details are easy to access and contact them as soon as possible
• explain why the event is cancelled and explain what will happen next
• keep children calm and supervised until they’re handed over to parents

If you move activities indoors

If you need to move indoors: 

• try to offer indoor shelter, even if there is not enough space for the original activities  
• keep children entertained with simple activities like quizzes, music or games
• contact parents early or adjust transport times to reduce waiting

After the event

You could follow up after the cancelled event: 

• send a message with any rescheduling details
• review how your adverse weather processes worked and what could be improved