Planning for the Worst
The UK weather is unpredictable. If you run outdoor events, you need a weather contingency plan. This is not optional — it is essential for safety, attendee experience, and protecting your investment.
Your Contingency Plan
- Monitor weather forecasts from 5 days out
- Identify an indoor backup venue if possible
- Have marquees or covered areas on standby
- Set a go/no-go decision point (e.g., 24 hours before)
- Communicate the cancellation policy clearly on your Tickts event page
- Have a communication plan for last-minute changes
Cancellation Communication
If you need to cancel or postpone, use the email addresses from your Tickts ticket holders to communicate directly. Be clear about whether tickets are valid for the rescheduled date or if refunds are available. Prompt, honest communication preserves your reputation.
Before the Event
Weather planning starts weeks before the event, not the morning of:
- Check the venue contract: What are the cancellation terms? Many outdoor venues have weather clauses. Understand your options before you need them.
- Set cancellation criteria: Define specific conditions that trigger cancellation — wind speeds above a threshold, flooding warnings, lightning forecasts. Having pre-agreed criteria removes emotion from the decision.
- Communicate contingency plans: Tell ticket holders what happens if weather forces changes. Will the event move indoors? Be rescheduled? Refunded? Communicate this on the event page and in confirmation emails.
- Insurance: Event cancellation insurance can cover costs if you need to cancel due to weather. It is an additional expense but provides peace of mind for outdoor events with significant costs.
Day-of Decision Making
On the day, monitor weather closely and make decisions early:
- Check the Met Office forecast at 6am, noon, and 2 hours before the event
- If cancellation is likely, decide and communicate by at least 4 hours before the event. Late cancellations frustrate attendees who have already travelled.
- If conditions are marginal, brief your team on the contingency plan and be ready to execute it quickly.
Common Contingencies
Rain: Most outdoor events can proceed in light rain. Provide covered areas where possible, adjust the programme if needed, and communicate that the event is going ahead despite weather. Suggest attendees bring waterproofs.
Wind: High winds are more dangerous than rain. Any temporary structures (gazebos, staging, signage) become hazards in strong wind. If wind forecasts exceed safe limits for your setup, cancel or reschedule.
Heat: Provide shade, water stations, and first aid awareness for heat-related illness. Schedule breaks in the programme during peak heat hours.
Frequently Asked Questions
Do I have to refund tickets if I cancel for weather?
If you cancel the event entirely, attendees are entitled to a full refund under UK consumer law. If you reschedule, offer the rescheduled date plus a refund option for those who cannot attend the new date.
Should I take out weather insurance?
For outdoor events with significant costs (venue hire, performer fees, equipment), weather insurance is worth considering. Policies typically cover specific weather conditions and require you to demonstrate the conditions were met.
Weather Decision Framework
Create a clear decision framework before your event so weather decisions are rational rather than emotional:
Green: Event proceeds as planned. Normal conditions, no weather concerns. No action needed.
Amber: Event proceeds with modifications. Light rain forecast — communicate to attendees to bring waterproofs. Moderate wind — secure or remove any temporary structures. Brief your team on contingency plans in case conditions worsen.
Red: Event cancelled or postponed. Severe weather warning from the Met Office, dangerous conditions forecast (high winds, flooding, lightning, extreme heat). Communicate the cancellation to all ticket holders via email and social media at least 4 hours before the event.
The key is making the decision early and communicating it clearly. A cancellation at 10am for a 3pm event is manageable. A cancellation at 2:30pm when people are already travelling is frustrating and damages your reputation.
Keep records of your weather decisions — when you decided, what information you used, and the outcome. This builds experience that makes future decisions faster and more confident.
