Purpose

To ensure the safety of attendees, this policy outlines clear criteria for event cancellation or modification due to unsafe weather. The goal of our weather policy is to make sound decisions in a timely manner that prioritize safety and minimize inconvenience, with the information that is available.

Cancellation and Modification Criteria

Thunderstorms & Lightning

The event will be canceled if the NWS forecast predicts a 50% or greater chance of thunderstorms during event hours, or if lightning is forecast or observed within 12 miles of the venue.

If lightning is detected during the event, activities will be suspended immediately and all participants moved to safe shelter (enclosed buildings or vehicles). Event may resume only after 30 minutes have passed since the last observed lightning or thunder

Heavy Rain

The event will be canceled if the NWS forecast predicts a 70% or greater chance of heavy rain (defined as rainfall likely to cause pooling, flooding, or unsafe walking surfaces) during event hours.

Event may be modified (e.g., vendors relocated under shelter, limiting activities) for moderate rain forecasts (40–70% chance), especially if electrical equipment is involved or surfaces become slippery.

High Winds & Gusts

If the event includes tents or other structures that could be hazardous in wind, the event or certain elements of the event may be canceled if sustained winds are forecast at 25 mph or higher, or if gusts are expected to exceed 35 mph.

All vendors are required to properly weigh their tents at all times, regardless of wind forecast. The event coordinator may require removal of canopies if not properly secured or if wind conditions worsen during the event.

Extreme Heat

Event will be canceled if NWS forecasts a heat index of 100°F or higher during event hours, or if an Excessive Heat Warning is in effect.

For heat index between 90°F and 100°F, mitigation measures may include: hydration stations, shaded rest areas, and frequent water breaks for staff and volunteers.

Tornado or Severe Weather Watches/Warnings

Event will be automatically canceled or evacuate if a Tornado Watch, Tornado Warning, or Severe Thunderstorm Warning is issued during the event.

Decision Timing and Communication

  • Unless otherwise noted in the event planning, the final decision to cancel or modify an event will be made by 3:30 PM the day before, based on the 3:00 PM NWS forecast.
  • If conditions are met, the event will be canceled. For the policy to be overridden, the executive director, event chair, and two members of the board must agree to hold the event despite cancellation conditions being met.
  • Notification will be sent via email (to all event vendors), posted on the event website, and shared on social media channels as soon possible after the decision is made.
  • Continuous monitoring of real-time NWS alerts is required. If the forecast deteriorates after 3:00 PM the day prior, the event may be canceled.