Introduction
Weather can make or break a family-friendly festival. Rain or shine, extreme heat or an unexpected cold snap — experienced festival producers know that keeping families safe and comfortable is paramount to a successful event. A family-specific weather playbook goes beyond generic contingency plans; it anticipates the unique needs of children and their parents. Seasoned festival organisers around the world have learned that if the kids are happy and cozy, the whole family has a better time. By planning for heat, cold, and wind with a family-focus, festival organisers can ensure that weather challenges don’t dampen the joy.
In this guide, the world’s most experienced festival producers share practical weather management strategies honed across every climate and continent. From scorching deserts to windy coastlines, small community events to massive international festivals, they’ve seen it all. This article distills those decades of wisdom into actionable advice for the next generation of festival producers – especially those crafting memorable experiences for families.
Heat: Child-Centric Heat Management and WBGT Triggers
When the sun is blazing, festivals must guard against heat-related risks, particularly for children. Heat waves can turn a fun day out into a health hazard if not handled carefully. Savvy festival organisers use tools like the Wet Bulb Globe Temperature (WBGT) index to gauge heat stress levels and define trigger points for action. Unlike a simple temperature reading, WBGT accounts for humidity, sunlight, and radiant heat – crucial in festival settings with large crowds and open fields.
Defining Heat Triggers with Pediatric Input: It’s vital to set lower heat thresholds for interventions when kids are involved. Children’s bodies respond to heat differently – they acclimatize more slowly, dehydrate faster, and can’t regulate temperature as efficiently as adults. A WBGT reading that might be uncomfortable for adults can be dangerous for little ones. For instance, a WBGT of around 30°C (86°F) might only prompt a caution for a typical adult event, but a family-focused festival might treat it as a serious trigger. Experienced producers often consult pediatric healthcare experts when developing heat action levels. Pediatric input ensures that the festival’s heat management plan reflects the fact that children’s needs are unique when it comes to heat tolerance.
Cooling Infrastructure: Once trigger levels are defined, have a plan to keep everyone cool. Many festivals set up misting tents, shade canopies, and cooling stations as soon as high heat is predicted. Family areas deserve special attention – large umbrellas, shade sails, or even kid-sized cooling off pools can make a big difference. Water is non-negotiable: provide ample free water refill stations and consider handing out child-friendly water bottles or electrolyte drinks when temperatures soar. At Australia’s Woodford Folk Festival, for example, organisers provide shaded rest areas and roaming water volunteers, knowing Queensland’s summer heat can be intense. In the United States, the Austin City Limits Music Festival (which welcomes all ages) installs misting fans and hydration stations throughout the venue, helping thousands of parents and kids stay safe under the Texas sun.
Scheduling and Programming Adjustments: A clever heat strategy can also involve tweaking the festival schedule. The hottest part of the day (typically early afternoon) might be a good time to program indoor or shaded activities for families – think storytelling sessions in a tent, puppetry in a shaded theatre, or a long lunch break. Festivals in hot climates like India’s Jaipur Literature Festival or Mexico’s Guadalajara International Film Festival often programme family content in mornings or evenings, avoiding the brutal midday heat. By being flexible with set times and locations, organisers prioritise health over a rigid timetable.
Medical and Emergency Preparedness: High temperatures demand vigilant medical oversight. Ensure on-site medical teams are prepared to treat heat exhaustion or heat stroke, with protocols specifically for children. Large-scale festivals often have pediatricians or children’s nurses on call. Even at smaller local festivals, engaging a local doctor or Red Cross unit to focus on children’s wellbeing can be a lifesaver. For example, at a community festival in Singapore, organisers partnered with pediatricians from a nearby hospital to staff a “Cool Kids” medical tent – a dedicated spot for cooling down overheated little ones and advising parents.
Success Story – Keeping Cool at a Family Festival: Consider the case of Camp Bestival in the UK (one of Europe’s best-known family-friendly festivals). On unusually hot summer days, Camp Bestival has provided free sunscreen stations and extra shade, handed out child-sized sun hats, and even turned heat relief into fun by setting up water play for kids (think impromptu water fights!). The producers monitor conditions closely; when the heat index rose in past editions, they fanned out staff with spray bottles to mist festival-goers and even arranged surprise ice-cream giveaways for children. These gestures not only prevented illnesses but also created delight – proving that weather challenges can be handled in a way that adds to the festival experience.
Cold: Preparedness for Cold Snaps and Chilly Evenings
Outdoor festivals aren’t only a summer affair. Even during warm seasons, certain locations (deserts, mountains, or simply after sunset) can turn uncomfortably cold. For families, cold weather can be as challenging as heat – shivering kids and frosty parents won’t be focusing on the music or activities. The key is to plan ahead for cold snaps: a chilly turn in weather should never catch a family festival off-guard.
Stocking Blankets and Hand Warmers: One of the simplest, most effective strategies is to stock up on blankets, jackets, and hand warmers to distribute or sell at minimal cost. Smart festival producers prepare an arsenal of inexpensive fleece or foil (Mylar) blankets that can be handed out if the thermometer drops unexpectedly. These are the same kind of emergency blankets marathon runners use – light, cheap, but life-saving when needed. At a small winter festival in New Zealand, organisers once surprised families by handing out free blankets when an unforecasted cold front rolled in. Parents wrapped their kids in the silver covers, and the event continued merrily. Many grateful attendees later said that gesture kept them comfortable enough to stay for the finale.
For multi-day festivals, think about the nights. A day that was balmy for T-shirt weather can become a frigid night, especially for young children sleeping in tents or strollers. Hand warmers (the type you shake to activate) are excellent giveaways for cold evenings. They’re inexpensive and easy to use – tuck them into kids’ pockets or gloves for hours of warmth. Festivals in colder climates often partner with sponsors (like outdoor apparel brands or sports teams) to supply branded hand warmers or ponchos. Canada’s Calgary Folk Music Festival, for example, sometimes experiences cool night breezes even in summer; organisers ensure vendors stock affordable hoodies, and they provide heating lamps in communal areas so families can warm up after sundown.
Warm-Up Zones and Amenities: Beyond individual items, consider physical warm-up zones. A family-friendly festival might designate a heated tent or indoor area as a “family warming lounge” during cold weather. This could be a simple circus-style tent with space heaters, or an existing building at the venue opened up for refuge. Ski resorts and winter carnivals (like the Sapporo Snow Festival in Japan) excel at this – they provide igloo cafés and heated domes where parents and kids can escape the cold for a while without leaving the event entirely. Even at smaller local events, a childcare or first-aid tent can double as a warming shelter if equipped with portable heaters and some seating.
If the festival stretches into the night, hot drinks and food become more than just treats – they’re morale and temperature boosters. Ensure that vendors have child-friendly warm beverages (hot cocoa, warm cider) and perhaps encourage a food stall with soups or stews. Nothing thaws out cold, tired children (and adults) like a warm snack. Organisers have found that offering something simple like free hot chocolate for kids when temperatures dip can turn a potential complaint into a cherished memory (“Remember when the festival gave you marshmallow cocoa because it got cold?!”).
Case Study – Turning a Cold Snap into a Cozy Memory: At a major family-friendly festival in Ireland – an end-of-summer event known to get chilly when rain clouds pass – producers planned ahead with thousands of reusable blankets. One year, a sudden evening cold snap had families reaching for extra layers. Festival staff set up temporary “Comfort Stations” stocked with extra blankets and warm packs. They also had storytellers gather children around a safe propane-heated “campfire” lamp to hear tales, distracting them from the cold. These thoughtful touches meant that instead of leaving early, many families stayed longer and later said the impromptu story time was a festival highlight. The lesson: a prepared festival can transform cold discomfort into an opportunity for unique programming and goodwill.
Wind: Windproofing the Festival for Safety and Comfort
Strong winds pose a dual threat to festivals: safety hazards from flying debris or structure collapse, and sheer discomfort from dust and chill. Family festivals often have extra installations like bouncy castles, stroller parking tents, and art installations that need securing. Wind management must therefore be a cornerstone of any outdoor event’s safety playbook, especially where kids are present.
Stage Windbreaks and Structural Checks: Large stages and tents can become sails in high winds, so professional festivals conduct rigorous wind tolerance assessments for all structures. Pre-event, insist on proper tent ballast and staking. Every vendor marquee, shade canopy, and inflatable play area should be anchored far beyond minimum requirements. (This is one place not to cut corners – sandbags, water barrels, ground stakes, and concrete weights are a fraction of the cost of a catastrophic accident.) Seasoned festival safety managers will recall the tragic stage and tent collapses from past events around the world and strive to never repeat those mistakes. For example, after a vendor tent blew over and caused injuries at a Midwest US fair years ago, many state and county fairs (frequented by families) implemented mandatory professional anchoring and pre-inspection of every tent on site. Now, festival crews often do a daily “wind safety walk” each morning before gates open, checking that overnight gusts haven’t loosened anything.
For stages, consider installing windbreaks or sidewalls if high winds are forecast, and be ready to lower or remove scrims and banners if winds pick up. Open-air stages like those at Glastonbury (UK) or Primavera Sound (Spain) sometimes have to drop their colorful backdrops when wind gusts become dangerous – it may not look as pretty, but safety comes first. Some festivals arrange heavy-duty windbreak fencing around exposed areas (for instance, around a kids’ activity zone or a ferris wheel) to cut down on gusts. This can also prevent dust or sand from blowing into sensitive areas like a toddler play pen or food court.
Monitoring and Action Plans: Implement real-time weather monitoring on-site. This could be as high-tech as an anemometer system feeding into the event command center, or as simple as a staff member designated to check a reliable weather app’s wind alerts hourly. Define action thresholds for wind just as you did for heat. For example, if winds exceed 25 mph (40 km/h), you might pause certain rides, evacuate inflatables, or halt high-stage performances until it’s safe. Communicate these policies to vendors and staff in advance so everyone knows the drill. Children’s areas should be the first to secure when winds rise – no parent wants a surprise from an airborne tent or a toppled stroller gate.
Dust and Debris Control: Wind isn’t just about structures; it’s about what the wind carries. In dry regions or festival sites with gravel roads (hello, desert festivals!), wind kicks up dust that can irritate little lungs and eyes. Mitigate this by watering down dusty areas periodically (many festivals run water trucks to keep dust low). Encourage families to bring or buy child-sized sunglasses or even dust masks if conditions warrant – sometimes a simple pair of goggles can save a day (some prepared parents bring them, but have a few on sale for those who forget). If the festival has a lot of decor or art pieces, double-check that none have loose parts that could fly off. Balloon arches, large banners, and decor hanging in trees all need secure fastening or quick removal protocols if a wind advisory hits.
Example – Weathering a Windstorm: In 2018, Camp Bestival in Dorset, UK famously had to cancel its final day due to an extreme wind and rain storm. Organisers described themselves as heartbroken to take that step, but they did so for safety – tents were shredded and flying debris made conditions unsafe. Families were disappointed, but largely understood that the decision was made to protect everyone. In the aftermath, the production team doubled down on wind precautions: stronger stage structures, improved drainage and windbreak fencing, and clearer wind action thresholds in their emergency plan. Since then, even on blustery days, Camp Bestival has continued without serious incident – a testament to learning from failures and coming back safer. The takeaway? Never underestimate wind, and always prioritise your audience’s safety over the show.
Communication: Guiding Families on Weather-Appropriate Attire and Preparation
All the best-laid weather plans can fall flat if festival-goers show up unprepared. This is especially true for families, where a forgotten child’s jacket or lack of sunhat can quickly turn into a mini-crisis. Proactive communication is the festival producer’s best tool to ensure attendees dress and pack appropriately. The key is to deliver guidance in a kind, friendly tone, not as strict rules but as thoughtful advice from a caring host.
Pre-Event Briefings: Start communicating weather expectations early. Use the festival’s website, social media, and ticket confirmation emails to share forecasts and packing tips. Many successful festivals send out a “What to Bring” list tailored to the expected weather a week or a few days before the event. For a family festival, this might include reminders like sunscreen, refillable water bottles, rain ponchos, hats, and layers for evening. Keep the tone upbeat: “We’re excited to see you this Saturday! The forecast is sunny and 32°C (90°F) – perfect festival weather as long as we stay hydrated. Don’t forget hats and sunscreen for the little ones, and the festival will have plenty of water stations for you to refill and cool off!” Such messaging sets expectations and shows that the organisers care about attendees’ well-being.
If the event is during a season of unpredictable weather, acknowledge it. For example: “Autumn is upon us at Festival XYZ — that means warm days and cooler nights. Pack a cozy sweater or hoodie so your family can dance into the evening comfortably. Hot chocolate will be available at the food court and free blankets at the info tent for anyone who needs an extra layer!” This kind of message not only informs but reassures.
On-Site Signage and Alerts: Once the festival is underway, continue the gentle guidance. Use signage at entry gates or info booths with messages like “Stay Hydrated — Fill Your Bottles Here!” or “Tonight’s Temperature Will Drop — Grab a Blanket or Jacket Before the Show.” Family areas can have cute cartoon mascots on signs reminding kids to wear their sun hat or reminding parents about the wind picking up (“Breezy Afternoon Ahead — Secure Your Tents and Hold Those Balloons!”). Many modern festivals also leverage technology for live communication: push notifications via the festival app or text alerts can remind everyone about weather changes. However, be mindful to keep alerts helpful and calm, so they don’t induce panic. An example might be: “Brrr! It’s getting chilly. Warm up at the bonfire by Stage B and don’t miss the free marshmallow roast for kids at 8 PM!”
Training Staff to Communicate Kindly: It’s not just about written communication – festival staff and volunteers should also be briefed on conveying weather guidance in a friendly, non-confrontational way. Rather than security yelling, “You can’t bring that stroller in here,” train them to say, “This area might get muddy later, how about we park your stroller in a safe spot so it stays clean and you can enjoy the show?” When handing out ponchos or sunscreen, staff might say with a smile, “We want everyone to have a great time – this should keep you comfortable so you don’t miss a beat!” These small words and gestures create a welcoming atmosphere. Remember, many parents already feel anxious about bringing kids to a crowded event; a kind word from the festival team can put them at ease, especially if weather is adding stress.
Utilising Ticketing and Tech for Communication: Modern ticketing platforms (such as Ticket Fairy) have built-in tools to help with attendee communication. Make use of these features to send broadcast emails or SMS updates about the weather. For instance, if a cold night is expected on day 2 of a festival, a quick message through the ticketing system to all attendees that afternoon – “Don’t forget jackets for tonight’s show!” – can significantly improve everyone’s comfort. If severe weather looms, use every channel available (app notifications, text, email, PA announcements on-site) to keep families informed about what actions to take. Parents appreciate clear instructions like where to find shelter or how long a delay might last. The tone should remain polite and reassuring, e.g., “We’re expecting strong winds later, but our team is on it. For your safety, we’ll temporarily close the kids’ zone from 3–4 PM. Thank you for understanding – the fun will resume shortly! Meanwhile, enjoy a show at the indoor theatre.” Transparency and kindness go a long way toward maintaining trust, even when plans change due to Mother Nature.
Comfort Multiplies Joy: Why Weather Preparedness Elevates the Festival Experience
At the end of the day, all these efforts in managing heat, cold, and wind boil down to one goal: maximising the joy and comfort of attendees. For family-friendly festivals, this is especially crucial. A child who is overheating, shivering, or scared by stormy winds won’t be having fun – and neither will their parents. Conversely, a family that feels cared for and comfortable will create positive memories that last a lifetime. They’re also more likely to stay longer at the event, engage with more activities, and return in the future.
Think of weather preparedness as part of the festival’s hospitality. Just as a good host makes sure guests have food, drink, and shelter, a good festival organiser ensures guests have shade in heat, warmth in cold, and protection from winds. These are basic human needs, and meeting them shows empathy and professionalism. Many veteran producers have learned that going the extra mile on weather comfort yields big rewards in attendee satisfaction. It’s not just about avoiding disasters; it’s about enhancing the festival vibe. Families notice when you’ve thought about their needs – the mum who sees free sunscreen at the entrance, or the dad who notices a breastfeeding tent with a heater, or the kids who get to splash in a misting station – all these add up to a sense that “this festival really cares about us.”
Moreover, comfortable attendees are more engaged attendees. If no one is busy fanning a toddler or searching for a dry sweater, they can focus on the music, the art, the food, and the community around them. Comfort multiplies joy – it allows families to fully immerse themselves in the festival experience. That’s exactly what every festival organiser wants: happy guests whose needs are met, so the performances and programming the team worked so hard on can truly shine.
Finally, a festival that handles weather well earns a reputation for reliability and care. In an era of unpredictable climate and extreme weather events, patrons will trust and choose events that have proven they can keep everyone safe and content against the elements. Whether it’s blazing sun, an Arctic blast, or gale-force winds, thorough preparation and thoughtful response ensure that the show goes on in the best and safest way possible.
Key Takeaways
- Have a Family-Focused Weather Plan: Develop a detailed weather playbook covering heat, cold, wind (and rain), with special considerations for children’s safety and comfort. Involve pediatric experts for guidance on heat and cold thresholds.
- Heat Management is Critical: Use WBGT or similar measures to set heat action triggers at lower thresholds for kids. Provide shade, misting/cooling stations, free water, and schedule activities to avoid peak heat. Be ready with medical support for heat-related illnesses.
- Prepare for Cold Snaps: Stockpile blankets, hand warmers, and hot drinks to keep families warm during cold weather. Set up warming stations or heated tents. A little warmth can be the difference between families leaving early or staying to enjoy the night.
- Wind Safety First: Secure all tents, stages, and inflatables with proper ballasting. Monitor wind conditions constantly and have clear thresholds for when to pause or evacuate activities. Use windbreaks and dust control methods to maintain a safe, comfortable environment.
- Communicate Proactively and Kindly: Inform attendees (especially parents) about expected weather and how to prepare, using a friendly tone. On-site, use signs, announcements, and staff interactions to gently guide families towards comfort and safety measures. Transparency and empathy build trust.
- Learn and Adapt: Every festival edition is a learning opportunity. Study weather challenges and near-misses from past events (yours and others’) to continuously improve your weather playbook. Successes and failures from real festivals worldwide provide valuable lessons – don’t be afraid to adjust your plans accordingly.
- Comfort = Happy Families: Never underestimate the power of comfort. When families are physically at ease, they can fully enjoy the festival. Investing in weather preparedness and attendee comfort isn’t just risk management — it actively enhances the festival experience, leading to joyful memories and loyal return visitors.
25th August 2025