Guide · updated November 2026
Weather plans and cancellation triggers for outdoor events
Most outdoor event disasters are weather-related, and most could have been avoided with a written trigger decided in advance.
| Trigger | Action |
|---|---|
| Severe weather or thunderstorm warning | Brief leads, secure or drop gazebos, prepare shelter, consider delaying |
| Thunder within 30 seconds of lightning | Suspend outdoor activities; resume 30 minutes after the last thunder |
| Wind above the lowest supplier or operator limit | Stop inflatables and rides, drop marquee walls |
| Extreme heat forecast or heatwave warning | Shorten hours, add shade and water, or cancel |
| Total fire ban | Cancel fireworks and open flames; review cooking |
| Hazard | What could happen | Before | Key controls | After |
|---|---|---|---|---|
| Extreme heat and sun exposure | Heat exhaustion or heat stroke, dehydration and sunburn among patrons, volunteers and performers | High | Check the Bureau of Meteorology forecast and heatwave warnings from 7 days out and again on the morning · Set a written scale-back / cancellation trigger (e.g. forecast 38°C+ or a severe heatwave warning) and who decides · Shade over queues, seating, the first aid post and volunteer areas · Free drinking water points, signposted on the site map · Sunscreen station at the information point · Volunteer shifts of no more than 2–3 hours in heat, with breaks in shade · PA reminders to drink water every hour on hot days · First aid briefed on heat illness and cooling | Medium |
| Storm, lightning and strong wind | Lightning strike, gazebos or structures becoming airborne, falling branches | Extreme | A named person monitors BOM radar and warnings throughout the event · Written trigger: suspend outdoor activities when thunder follows lightning within 30 seconds, resume 30 minutes after the last thunder · Wind limits taken from each structure supplier and inflatable operator · act on the lowest limit · Shelter location identified (buildings or cars) and PA script ready · Site walk before bump-in to check for dead or overhanging branches | High |
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Build my event plan What's includedRelated: Event management plan: what to include (with a template) · Event risk management plan: matrix, register and example risks · Emergency management plan for events · School fete risk assessment · Jumping castle and inflatable risk assessment · Fun run and charity walk risk assessment