When I worked at Rider University, part of my job was to work with Conference Services. This entailed hosting various events not related to the university. While the majority of these took place in the summer, when the university was virtually empty, some also took place on weekends during the academic year. One of our big weekend events were soccer tournaments.
Weekend after weekend we held soccer tournaments on campus. Prior to attending Rider, I actually attended one of these tournaments as a kid during the summer months. The one thing that is unpredictable when booking these events are the weather. The weather can be finicky and can sometimes cause you to cancel your event.
The deciding factor for canceling an event due to weather was always the condition of the fields. Because the fields were being used constantly (internally, for University sports, and then externally) there was little time for the fields to rest. Anyone in facilities management knows that grass fields need rest in order to continue to come back year after year. Still, if the condition of the field was questionable or the chances of ruining it for the future were high, we would be forced to cancel the event.
On one particular occasion, it was raining cats and dogs, but we were cleared to play. Thus, my staff and I were in the parking lots directing traffic and walking the fields. Of course, I didn't forget my trusty rain boots that day! My feet actually stayed dry and warm with my thick socks, which proves to be one of the most essential things to have on rainy days. A Rider University issued rain jacket also helped.
In these situations, you are often miserable. You're being paid to stand outside for hours getting soaked to the bone, but that was the job. The toughest part was keeping the staff motivated. I found that my positive attitude about being out there and making it fun trickled down to the staff. A little hot chocolate from the concession stand also seemed to go a long way.
Sometimes you have to run events rain or shine. Isn't it the events that don't go according to plan that make the best memories? I distinctly remember laughing the entire rainy day away with the staff that was working for me. It was a long day, a tough day, and one of the more fun days out on the soccer field. When you can jump in puddles on purpose without much care, and give people a big smile, you can turn someone's day around. There may have even been a sing-along at some point.
Here are some tips about deciding "weather" or not to cancel an event.
- Is it safe?
- Will running the event affect the facility negatively for the future?
- What will the penalty be for cancelling the event?
- What does your contract say?
- Can you utilize part of the outdoor venue or should the entire event be cancelled?
- How will the weather affect your participants, audience, or performer?
- Can you delay your event to wait for the weather to clear?
I attended a Train concert a few years back at the Red Hat Amphitheater in downtown Raleigh. Unfortunately, the weather was not cooperating that day. The lightning was the biggest concern for the show that night. The venue decided to delay the concert for few hours to see if the lightning and rain would clear out.
Train Concert 2012 @ Red Hat Amphitheater
We all headed inside the Raleigh Convention Center to get out of the elements. There was some seating, bathrooms, and ponchos were being sold at the venue to those that needed it. After some time, they allowed us back inside the amphitheater and Train performed. Their act did not have to be abbreviated too much, but they were up against the local curfew.
As you can see from the photo, we were able to stay dry for the most part. I believe some time after this photo was taken it started raining again and we pulled out our ponchos.
Rain or shine, the show went on!