Introduction
Weather can be a festival producer’s biggest wild card. Rain, high winds, or wildfire smoke can turn a perfect event day upside down in moments. Boutique festivals – often in unique outdoor locations from beaches to mountains – are especially vulnerable, as they may lack the infrastructure of a city venue. Planning for extreme weather isn’t pessimistic; it’s essential risk management. Great festival organisers embrace the motto: plan for the worst, hope for the best, so that rain or shine, the show can go on safely.
Plan Ahead: Clear and Simple Weather Contingency Scripts
Effective weather management starts long before dark clouds appear. Pre-write “hold” and “restart” announcements in plain language and include them in your festival’s emergency action plan. These scripted messages ensure that if you must pause a performance due to weather (a hold), everyone – from stage crew to security to attendees – gets clear instructions. For example, a hold script might read:
“Ladies and gentlemen, due to approaching lightning, we are temporarily pausing the show for your safety. Please calmly make your way to shelter as directed. We’ll update you in 30 minutes. Thank you for your cooperation.”
Notice the calm tone and simple wording – no jargon or panic-inducing language. Likewise, prepare a “resume” announcement to welcome people back once conditions improve:
“Thank you for your patience. The weather has cleared and performances will resume at 6:30 PM. Please return to the main stage area – we’re excited to continue the show!”
Having these messages ready means you won’t be scrambling for words in the heat of the moment. Review them with your team and even practice delivering them. In a tense situation, a confident, clear announcement can prevent confusion and keep people safe.
Also establish who has the authority to call a weather hold – typically the festival director or safety officer working with a meteorologist. Everyone on staff should know the chain of command for weather decisions. This avoids hesitation when time is of the essence. Small boutique festivals might designate a single point-person to monitor weather and cue any holds.
Stage and Site Preparations: Rain Covers, Mats, and More
When bad weather looms, every second counts to protect equipment and keep the site safe. Smart festival producers stage protective gear at key spots in advance:
– Waterproof covers and tarps: Every stage should have heavy-duty tarps or fitted rain covers ready to throw over mixers, lighting consoles, drum kits, and speakers. Sudden downpour? Your crew can cover critical gear in seconds if covers are already positioned nearby. For example, at tropical festivals in Bali and Thailand, crews keep tarps folded at the stage edges, knowing a rain shower can surprise at any time.
– Floor mats and traction: Rain turns grass or concrete into slip hazards. Placing non-slip mats or carpets on stage entrances and other slick spots prevents performer falls. In audience areas, rubber mats or straw on footpaths can soak up mud. Glastonbury Festival in the UK famously deploys straw and wood chips on muddy grounds to keep thousands of attendees upright during its notorious rains.
– Towels and cleaning kits: Arm each stage crew with absorbent towels, squeegees, and mops stored at “ready posts” (backstage or under the stage). The moment rain stops, crews can quickly dry off surfaces, instruments, and dance floors so the show can restart safely. At many festivals, you’ll see staff wiping down the stage immediately after a storm, minimizing delays.
– Sandbags and weights: High winds can topple speakers, light stands, or vendor tents. Having sandbags or water barrels on standby lets you secure these items when gusts pick up. Many boutique festivals in windy regions (like coastal Australia or New Zealand) pre-position extra weights to quickly stabilize stage trusses and tent poles if needed.
– Electrical protection: Ensure cables and power strips are off the ground or covered, generators have canopies, and drainage is in place around stages. A little trench or sandbag wall can divert water away from the front-of-house mixer tent. Preventing electrical hazards in rain is non-negotiable for safety – wet wires can mean shock or power loss.
By pre-staging these materials, a festival can transition to “weather mode” smoothly. The goal is to mitigate damage and downtime: equipment stays dry, stages stay safe to perform on, and you’re ready to roll again as soon as conditions improve.
Backup Options: Indoor or Tented Fallbacks
Not every festival has the luxury of an indoor venue nearby, but it’s worth scouting for fallback spaces during your planning. Ask yourself: If an outdoor stage becomes unusable due to weather, is there any sheltered location where we could continue key performances or keep attendees safe? Some ideas and examples:
– On-site tents: Many boutique festivals include at least one big top tent or pavilion. In a pinch, this can serve as the temporary main stage for acoustic or DJ sets if the open-air stage is drenched or winds are too strong. For instance, a folk festival in Canada once moved its headline acoustic act under a hospitality tent when a sudden downpour hit – the show literally went on under canvas!
– Indoor venues nearby: Identify nearby halls, barns, clubs, or school auditoriums that could act as emergency venues. A small town festival might arrange with a local community centre as a rain plan for high-value performances or delicate equipment (think grand pianos or sensitive electronics). While shifting locations last-minute is challenging, having a pre-agreed indoor option could save an event segment from total cancellation. Even moving a VIP meet-and-greet or workshop indoors can salvage attendee experience during a storm.
– Protected storage for gear: At minimum, have sheltered spots to move performers’ gear or art installations if weather threatens. A pop-up rainstorm can ruin musical instruments or artworks. Set aside a tent or container as a safe storage zone where bands can quickly stow instruments or crews can haul lighting fixtures until the weather passes.
– Partial cancellations and schedule pivots: Sometimes the safest plan is to postpone or cancel just certain vulnerable acts. If high winds make a trapeze act or elaborate stage set unsafe, be ready to skip that act and fill the time with a simpler performance that can run in the conditions. Communicate to the affected artists ahead of time that you have a weather backup plan for them – they’ll appreciate the foresight. Many festival artists are used to flexible timing due to weather, but it goes smoother when the festival has a thought-out plan (like “if rain, your set will be moved to the tarde tent at 4 PM next day”).
The key is prioritising safety and equipment protection. A boutique festival might not have multiple venues at its disposal, but creativity and local partnerships can uncover at least one fallback option. The extra effort in planning an alternate saves you from total disappointment if weather hits hard.
Scenario Planning: Rain and Thunderstorms
Rain is the most common disruptor for outdoor events, and it comes with side effects like lightning and flooding. A rain plan should cover:
– Real-time weather monitoring: Assign someone to watch the radar and sky. Many festivals partner with a meteorologist or use weather alert apps that give advanced warning of incoming storms. In the U.S., events often follow the “30/30 lightning rule” – if lightning is within 10 miles (around 16 km), hold the show and only resume 30 minutes after the last lightning flash or thunder. Implement such clear criteria so you’re not guessing when to stop or start.
– Audience shelter and evacuation: Decide ahead where people should go if a heavy storm hits. In a city festival, indoor structures like parking garages, theatres, or even subway stations can serve as shelters. At rural festivals, the best shelter may be attendees’ cars or sturdy buildings on-site. For example, at Chicago’s Lollapalooza, organisers coordinate with city officials and direct crowds to predetermined shelters (like nearby parking garages) when severe storms approach. Communicate these shelter options in your hold announcements (e.g. “Please seek shelter in your vehicles or the Arena building at the north gate”).
– Dealing with water and mud: If rain is likely, have a plan for mud management. Keep hay, wood chips, or gravel on standby to spread over high-traffic muddy areas (entrances, restroom queues, dance floors). Adequate drainage is a saviour: some festivals dig channels or use pumps if water starts pooling around stages. In 2019, heavy rains turned one day of Tomorrowland Winter (France) into a mud bath, but because the organisers had ground protection mats in place and crews redirecting water, the stages remained operational.
– Artist accommodations: Rain can also dampen performers’ plans. Provide pop-up tents or umbrellas for artists loading in and out. If a band’s set is cut short by weather, discuss options – maybe they do a meet-and-greet with fans under a tent or play an acoustic song backstage for social media. These little gestures turn a weather disappointment into a memorable experience rather than just a loss.
– Health and safety in storms: Thunderstorms can bring hazards beyond just getting wet. Wind gusts and lightning are serious – if lightning is spotted, immediately halt performances and instruct everyone clearly to seek shelter (away from metal structures and trees). Keep medical staff on alert for any weather-related injuries (slips, hypothermia from cold rain, etc.). Only once officials or your weather monitor give an all-clear should you start the “restart” procedure.
Rain is inconvenient, but with ponchos, positive attitude, and solid preparation, it doesn’t have to wash out your festival. Many fans even embrace a warm summer rain as part of the adventure – as long as you ensure everyone stays safe and informed.
Scenario Planning: High Winds
Strong winds can be deceptively dangerous at festivals. A gentle breeze is fine, but gusts above certain speeds can tear down stages, tents, and decorations, risking lives. Your wind contingency plan should include:
– Wind thresholds and stage safety: Work with your staging company and vendors to know the wind tolerance of your structures. Most professional stage roofs have a maximum wind rating (e.g. they might be certified up to 40 mph ~ 64 km/h). Decide on a threshold (well below the max) to pause the show and potentially evacuate the stage if winds exceed that. For instance, you might set: “If sustained winds reach 30 mph or more, or if gusts over 40 mph are detected, the main stage will be paused and cleared.” Use anemometers (wind speed monitors) on site or reliable local wind reports to gauge this in real time.
– Secure loose items: In high winds, even small objects become flying projectiles. In the lead-up to a wind event, instruct crew to drop or remove any loose scenic elements, banners, or scrims from stages. Tie down what you can’t remove. In 2022, Spain’s Medusa Festival saw a sudden freak wind storm that caused parts of the stage to collapse – a tragic reminder of how crucial it is to dismantle unsafe set pieces and clear people away when extreme gusts strike with little warning.
– Tents and attractions: If your festival has free-standing tents (for bars, merch, etc.) or inflatables (e.g. art installations, bouncy castles), have a plan to shut those down in high winds. Stake or weight them heavily in any case, but if winds rise, evacuate and secure these areas first – they often go before solid stages do. Many organisers will close large tents to public entry once winds hit a threshold to avoid injury if the structure were to shift or collapse.
– Dust and debris: In some regions, wind kicks up dust or sand (similar to how wildfire smoke affects air quality). Festivals in desert or dry areas (such as Burning Man in Nevada or Australia’s outback events) prepare by distributing goggles and masks to staff and attendees when intense dust storms (or “whiteouts”) occur. Even at greener festival sites, wind can throw dust into eyes and throats – have basic eye drops and face masks available at first aid stations as a comfort measure if it gets very dusty.
– Communication during wind holds: Wind can be loud (howling mics, flapping tarps) and sudden. If you need to hold the show for wind, use the same calm, clear announcements: “Attention, for everyone’s safety, we need to pause the show due to high winds. Please move away from the stage and large structures.” It may be wise to ask attendees to return to a safe zone (like open field away from tall structures, or their cars) until winds subside. Let them know you’re monitoring closely and will resume if and when it’s safe.
High winds often come and go, so these holds might be short – but never try to “push through” a windstorm. It’s better to delay a set than risk a collapsed stage or injuries. By having a wind action plan and educated crew, your festival can weather the gusts and pick right back up with minimal damage once the air is calm.
Scenario Planning: Wildfire Smoke and Air Quality
In recent years, smoke from wildfires has become a new challenge for outdoor events, from California to Australia. Unlike rain or wind, smoke is an invisible hazard – an air quality issue that can affect performers and attendees’ health. Here’s how festival producers can respond:
– Monitor air quality indices (AQI): Well before the festival, include air quality in your weather tracking if your region is prone to wildfires. Set thresholds for action. For example, if AQI (fine particulate levels) exceeds a certain “unhealthy” value (e.g. AQI 150+), you might issue warnings to attendees and provide masks; if it goes to “very unhealthy” (say 200+), consider pausing performances, and at “hazardous” levels (300+), be ready to evacuate or cancel for safety. In January 2020, Australia’s Falls Festival and an open-air concert in Victoria made the hard call to cancel events due to hazardous bushfire smoke rather than endanger attendees and crew.
– Provide protective gear: Stock up on N95 or P2 masks (high-filtration masks) for staff and have some available for attendees if smoky conditions are forecast. Even a boutique festival can keep a few boxes of disposable masks at info booths. During California’s smoky summer of 2023, some concert organisers proactively handed out masks and water to help fans cope with the haze.
– Hydration and medical readiness: Smoke and dry conditions can cause coughing, headaches, and asthma flare-ups. Ensure your first aid tents are prepared to treat smoke-related issues (with inhalers, oxygen if needed, eye wash for ash). Encourage everyone to stay hydrated since smoke can irritate the throat and dehydration worsens the effects.
– Indoor respite if possible: If there’s any building or indoor space on-site, designate it as a clean-air refuge where you might set up some air purifiers or fans. Even a small artist greenroom or a couple of trailers with AC can double as relief areas for attendees having breathing difficulties – you could cycle vulnerable guests through for short rests if needed.
– Transparent communication: Let attendees know if air quality is declining and what steps you are taking. Use notice boards or stage screen text to display messages like, “Due to wildfire smoke, air quality is poor. Please consider wearing a mask and limiting intense physical activity. Our team is monitoring conditions – the schedule may adjust if needed for safety.” People appreciate being kept in the loop, and it prevents confusion if they notice a haze. Showing you care about attendee health builds trust, even if it means possibly cutting a set short.
Battling smoke is tough because it’s out of anyone’s control and doesn’t have an obvious start-stop like rain. The best you can do is make informed decisions with public health guidance in mind. Always prioritise health over the show – the audience will understand a schedule change if it’s clearly for their well-being. A festival can replace a performance, but not someone’s lungs!
Communicate Schedule Changes Immediately
When weather causes delays or adjustments, rapid communication is your best ally. Attendees need to know what’s happening and what’s expected of them. Employ a multi-channel communication blitz:
– Main stage and PA announcements: As soon as a hold or change is decided, have the MC or safety officer make an announcement. Use the pre-written script so nothing important is missed. Repeat key instructions a few times (people might be distracted or not hear it over crowd noise). For example, “Attention: due to lightning, we’re halting all performances and need everyone to head to their cars or the town hall for shelter. We’ll provide an update by text and on the app at 5 PM.” Make sure to follow through with the promised updates.
– Big screens and signage: If your festival has LED screens or a marquee, flash the update there too (“LIGHTNING DELAY – ALL SHOWS PAUSED. STAY TUNED.”). Static signage or whiteboards at info points can help at smaller festivals – quickly write “Rain Delay: Stage reopening approx. 7 PM” so those away from main stage still see it.
– Mobile apps, texts, and social media: Large festivals often use mobile apps or SMS alert systems to ping attendees with real-time updates. Boutique festivals can still harness social media (Twitter / X, Instagram stories, Facebook) to post schedule changes. If you have access to attendee emails or phone numbers through your ticketing platform, consider sending a mass message about major changes. (For instance, Ticket Fairy’s platform allows organisers to email ticket holders easily – a lifesaver to get the word out about a day’s delay or venue change.)
– Staff and volunteers as messengers: Equip your ground team with the latest info so they can answer questions. There will always be folks who miss the announcement; roving volunteers or security staff should gently inform them of what’s going on. Train staff to relay the same concise message (“Hi, just so you know, we’ve paused due to weather. Head back to your car and we’ll update you soon.”) so there’s consistent messaging.
– Updated schedules: Once you know the new plan (e.g. performances will resume at certain times, or some acts moved to a different stage), publish the updated schedule as soon as possible. Post it online and at the info booth. Festivals like Lollapalooza and Tomorrowland are known for quickly pushing revised schedules to their apps after weather delays, minimizing confusion when the music starts again.
Prompt communication prevents frustration. There’s nothing worse for attendees than being left in the dark (figuratively or literally). Even if the news is bad – like an event cancellation – delivering it quickly and clearly is far better than silence or late announcements. Attendees might be disappointed, but they’ll be far more upset if they feel the organisers kept them uninformed.
Maintain a Calm and Reassuring Tone
How you communicate in a weather crisis is just as important as what you communicate. Festivals are all about positive energy, and that should extend to your emergency messaging. Calm words can prevent panic. A few guidelines to keep in mind:
– Sound confident and composed: Panic is contagious, but so is calm. When making announcements, the spokesperson’s tone should be steady and confident. Even if you’re anxious inside, project assurance that the situation is under control (or at least being handled). For example, saying “We have a plan for this weather, folks, so please remain calm and follow our staff’s directions” shows leadership.
– Choose wording carefully: Avoid triggering phrases like “emergency” or “evacuate immediately!” unless it truly is an extreme, life-threatening scenario. Often you’re just asking people to seek shelter or take a break. Use phrases like “pause” or “hold” instead of “stop” or “cancel” when the intention is to resume later. If you need people to leave an area, “please move slowly and calmly to the exits” is better than “everyone must get out now.”
– Explain briefly, then reassure: People handle unexpected changes better when they know why. In your announcement, state the reason for the hold (“due to high winds in the area”) and the intended outcome (“we’ll resume as soon as it’s safe”). Then add a reassuring note like “Your safety is our top priority” or “thank you for staying cool with us.” It reminds attendees that you’re acting out of caution, not incompetence.
– Staff demeanor: It’s not just the MC – all staff and crew should adopt a calming presence. Remind your team not to yell at or rush attendees unnecessarily. For instance, security guiding folks to shelter should be firm but friendly: a smile and a steady voice can do wonders to keep the crowd from getting agitated.
– Addressing the audience respectfully: In the age of instant social media feedback, how you treat your audience in a crisis can make or break your festival’s reputation. Use polite, inclusive language (“we’re all in this together through the rain!”). If you need to deliver disappointing news (like a headline act cancellation due to weather), be honest and empathetic: “We’re heartbroken that the storm means the headline show can’t happen tonight, but your safety comes first. Thank you for understanding.” This kind of genuine tone turns anger into applause – often the crowd will cheer when they hear calm, caring updates because they feel looked after.
Veteran festival producers know that a weather delay doesn’t have to kill the vibe. In fact, how you handle it can become part of the event’s lore. Many festivals have had moments where an organiser’s reassuring message or a spontaneous acoustic jam during a rain break actually elevated the sense of community. Stay positive, and your attendees will too.
Conclusion
Weather is the one festival headliner you can’t control – but you can control your readiness and response. Every outdoor event, especially boutique festivals in unique locations, should invest time in a comprehensive Weather Flex Plan. By preparing for rain, wind, and smoke scenarios, you protect not only your festival’s schedule, but the safety and trust of your audience, artists, and crew.
The most successful festival organisers in the world share a common trait: they never assume fair weather. Instead, they quietly stockpile tarps and towels, map out shelter locations, double-check structural supports, and rehearse their emergency lines. This isn’t being a pessimist; it’s being a professional. And when the dark clouds gather or the wind starts to howl, that preparation is what separates a controlled hold-and-resume from a chaotic shutdown.
For boutique festival producers, remember that your size can be an advantage – you might have closer community ties or more flexibility to pivot than a giant mega-festival. Use that agility to your benefit when confronting Mother Nature. In the end, a well-handled weather incident can demonstrate your festival’s values in action: caring for attendees, respecting the environment’s power, and rising to challenges with creativity and calm.
Rain, wind, and smoke will always be a threat to outdoor events. But with practical preparations, clear communication, and a cool head, you can ensure that even if the skies misbehave, your festival’s spirit remains un-dampened. The show – safely and sensibly – will go on.
Key Takeaways
- Always have a written weather contingency plan. Identify decision-makers, clear criteria for holds (e.g. lightning within 10 miles), and scripted announcements ready to go.
- Protect your stages and gear. Keep rain covers, tarps, non-slip mats, and towels positioned at every stage. Secure all structures and decor against wind. Little things (like covering a mixer or drying a slick floor) make a huge difference.
- Know your fallback options. If possible, pre-arrange an indoor or tented space for performances or shelter. At minimum, know where equipment and people can go to stay safe (cars, nearby halls, etc.) if weather hits.
- Monitor weather and air quality constantly. Assign someone to track radar, lightning, wind speeds, and air quality index. Early warnings buy you time to enact your plans and keep everyone safe.
- Communicate promptly and clearly. The minute you adjust schedules or evacuate areas, tell your attendees exactly what’s happening and why. Use stage announcements, screens, apps, texts – whatever you have. Don’t let rumours fill an information vacuum.
- Stay calm and lead by example. In your messaging and your team’s behaviour, maintain a calm, confident tone. This reassures the crowd and prevents panic. Show empathy and keep folks informed – they’ll remember how well you handled the situation.
- Safety first, show second. Never be afraid to delay or cancel a show segment for weather. Fans will be disappointed in a lost set, but they’ll be far more upset if someone gets hurt due to negligence. Protect your community and the festival will earn respect and loyalty.
With these weather flex strategies, even the smallest boutique festival can punch above its weight in crisis management. Plan it right, and not only will you avoid disaster – you’ll turn potentially bad weather into a showcase of your team’s professionalism and care.
15th September 2025