Storm, Lightning, Tornado: Festival Weather Scripts That Calm Crowds

Outdoor festivals, especially country music festivals under open skies, are at the mercy of Mother Nature. Sudden storms, lightning, or even tornado warnings can put thousands of excited fans at risk in an instant. The history of festivals has some sobering lessons – weather-related stage collapses at events like Ottawa Bluesfest 2011 and Alberta’s Big Valley Jamboree 2009 (a country music festival) caused serious injuries and even fatalities (www.cbc.ca) – underscoring why having a weather emergency plan is literally life-saving. Veteran festival organizers understand that how you communicate in these critical moments can make all the difference between a calm crowd and chaos. Over decades of producing events from huge country festivals in Tennessee to boutique music gatherings in the UK, experienced festival teams have developed rock-solid plans for weather emergencies. This article shares practical, actionable wisdom on handling severe weather at festivals – from pre-written multilingual PA announcements to quick stage recoveries – all delivered in a calm, precise manner that keeps attendees safe and informed.

Pre-Write Emergency Announcements (In Multiple Languages)

One of the smartest preparations a festival producer can make is to pre-write all emergency PA announcements. In the heat of the moment, when lightning is approaching or high winds are picking up, there’s no time to wordsmith a message. Having a set of pre-approved scripts ensures that the message will be clear, accurate, and calming. These scripts should cover scenarios like a weather hold (temporarily pausing the show), a full evacuation, or instructions to seek shelter. Write them in the primary language of your audience, and if your festival attracts an international crowd or a bilingual community, prepare translations (e.g. English and Spanish, or French and English, etc.) ahead of time.

What makes a good emergency announcement? It should be calm in tone, concise, and instructive. For example, a lightning hold announcement might say: “Ladies and gentlemen, due to approaching severe weather, we are temporarily pausing the festival for your safety. Please calmly proceed to the designated shelter areas or return to your vehicles. Stay tuned for updates; the performances will resume as soon as it’s safe.” Notice the use of reassuring words like “temporarily” and “calmly,” and clear instructions on where to go. By drafting messages like this in advance, festival staff can deliver them confidently under pressure.

For festivals with diverse audiences, consider preparing the message in multiple languages back-to-back. Major international festivals in Europe and Asia often announce in English first, then the local language (for instance, a festival in Belgium might announce in English and Dutch). Country music festivals in the U.S. might include Spanish translations if a significant portion of attendees are Spanish-speaking. Providing information in a language attendees understand is not just courteous but can be life-saving in an emergency. Additionally, use multiple channels to spread the message: audio announcements over the PA, text alerts via your festival app or SMS, social media posts, and even on-screen graphics if you have video boards. Redundancy makes sure everyone — including those far from speakers or those with hearing impairments — gets the memo.

Another pro-tip: designate who will voice these announcements. Often, having a familiar or authoritative voice deliver the message helps maintain trust. For example, at Newport Folk Festival, the producer himself (Jay Sweet) addresses the crowd during weather holds so that fans immediately recognize the voice and trust the message. Hearing the message from a known, trusted figure can reassure attendees that the information is legitimate and important, not a prank or false alarm.

Clear Chain of Command: Who Calls the Hold and Restart?

When dark clouds roll in, who has the authority to stop the music? Every festival must establish a clear chain of command for weather-related decisions. In the fast-paced environment of a festival, minutes (even seconds) count when deciding to hold or evacuate due to lightning or a coming storm. Typically, the festival director or event safety officer is the one to call a weather hold or evacuation. This should be decided well in advance and documented in the festival’s emergency action plan. Equally important: assign a backup person (or even a committee) in case the primary decision-maker is unreachable at the critical moment. For example, if the festival director is on the far end of the site or dealing with another situation, the head of security or the chief operations manager might be the designated backup to give the order. Everyone on the crew should know exactly who has the final say to avoid confusion or delays.

Consider implementing a small weather decision team that includes the festival organizer, a meteorologist (if available), and local emergency management officials or police. Many large festivals now hire professional meteorologists or use weather monitoring services to get real-time forecasts and lightning strike data. But ultimately, one person should be empowered to say “Hold the show” or “Evacuate now” the moment it’s needed, based on the advice at hand. Waiting around for committee consensus in a fast-moving storm can be dangerous. As veteran producers often put it, it’s better to be safe (and maybe have an awkward pause in the show) than to hesitate and put people in peril.

It’s also critical to define who gives the all-clear and plans the restart. The same authority who halted the show (or a similarly authorized leader) should coordinate the decision to resume once conditions are safe. This ensures consistency – you don’t want a stage manager restarting a set before the safety team has truly deemed it all-clear. Use a coordinated system (radio calls or a specific code word) to communicate to all stage managers and staff when the event is on hold and when it’s okay to continue. Never assume everyone saw the lightning or heard the initial call; explicitly inform all crew and vendors of the status.

To illustrate, CMA Fest 2023 in Nashville had a clear protocol: when thunderstorms loomed, organizers (in tandem with city emergency officials) temporarily suspended all outdoor concerts. They announced on social media and via app alerts that “Outdoor stages are temporarily suspended for weather… Calmly & safely seek shelter immediately”, listing specific nearby shelter locations (www.foxnews.com). Only once the weather passed did the festival team (and backup decision-makers) decide to reopen stages. By clearly defining and communicating who makes these calls, festivals avoid mixed messages. In fact, attendees will be more likely to comply when they sense a decisive, unified directive rather than hearsay. As Newport’s Jay Sweet explained, when fans are out in a field, “you’re trusting that I’m going to tell you” (www.avclub.com). Establishing that trust comes from having a well-defined emergency communication chain.

Rapid Stage Recovery: Covers, Slip Mats and Quick Resumes

After the storm, how fast can you get the music going again? A successful festival weather plan isn’t only about pausing — it’s also about resuming smoothly. This is where preparation of the stage and equipment pays off. Wise festival production crews pre-stage certain equipment for bad weather. For example, keep waterproof stage covers or tarps ready to deploy the moment a hold is called. If lightning is in the area, you’ll likely cut power to stages for safety; before that happens, crew should throw covers over drum kits, DJ gear, monitors, and mixing consoles. Many country music festival stages, often set in fields or farms, use large plastic sheeting or custom-fitted canvas covers that can be tossed over the entire backline in seconds. This way, if rain comes pouring down, sensitive gear (and the stage surface itself) stays as dry as possible.

Similarly, have slip mats or traction mats on hand. Once the rain stops, the stage can be extremely slippery (especially if it’s an older wooden stage or metal surface). Anti-slip mats – essentially durable rubber-backed rugs or textured rolls – can be quickly laid down on parts of the stage to give performers secure footing. This is particularly important for energetic country artists who move around the stage, or for dancers and band members who could easily take a fall on a slick surface. At major festivals like Glastonbury or Download in the UK, where rain and mud are infamous, crews often deploy everything from straw and sand to improve footing for crowds, to carpet strips on stage. Even if your festival isn’t known for mud baths, one sudden thunderstorm can turn any stage or grass field into a slip-and-slide. Having those mats and some squeegees or leaf blowers ready means you can dry out and reopen stages in minutes, not hours.

Another aspect of rapid recovery is protecting your electronics and power infrastructure. Ensure your technical team has rain covers for lighting fixtures and that power cables are off the ground or in waterproof cable ramps. In one instance, a country festival in Texas invested in inexpensive plastic wrap and garbage bags – when a freak downpour hit, they wrapped mixers and lighting boards in seconds, saving them from water damage and allowing the show to resume as soon as the skies cleared. It’s also smart to have a generator or backup power on standby in case the main power trips during a storm; this can be used to power emergency lighting or critical communications even while stages are dark.

Sound check after the storm is another checkpoint. Quick line-checks might be necessary if equipment got wet or was powered down. Plan for a minimal re-soundcheck process once you restart – perhaps just the engineers verifying everything works – rather than lengthy full-band soundchecks. Artists and crew will appreciate that you’re doing everything to get them back on stage safely and swiftly.

Communicate Schedule Changes and Updates

When weather disrupts a festival, the original show schedule often gets scrambled. Attendees will immediately wonder: “Will my favourite artist still play? What time will things resume?” Clear, fast communication about schedule changes is absolutely essential to keep the crowd calm and cooperative. As soon as you have a rough plan for the adjusted schedule, let the audience know. If you anticipate a one-hour delay, tell them that upfront (with the caveat that safety comes first and timing may adjust). If certain acts have to get cut or rescheduled, be honest about it as soon as that decision is made.

Modern festivals have many channels to broadcast these updates. Use them all: post on the festival’s official Twitter, Instagram, and Facebook accounts; send push notifications through your festival app; update the schedule on your website and any mobile app schedule in real-time; and use the video screens or LED boards on-site to display updated set times once the storm passes. For example, when Lollapalooza in Chicago had to evacuate due to a severe thunderstorm, festival producers C3 Presents communicated new set times via social media and text alerts, and within a couple of hours the crowds were allowed back in to see a revised lineup (chicago.suntimes.com). Fans might have been drenched, but they knew exactly when and where their beloved artists would be playing after the delay. In that 2012 incident, over 60,000 people were safely cleared out in under 40 minutes and “two and a half hours later, the crowds were back in the muddy park and bands were playing on a revised schedule” (chicago.suntimes.com). The quick dissemination of an updated schedule contributed to that orderly return – people weren’t left milling about uncertain, they had guidance on what to do and when.

Aim to designate a specific team member (or small team) whose sole job is to push out communications in real time during the emergency. This “communications lead” should have the authority to post official updates the moment decisions are made, without having to draft lengthy approvals. It helps to prepare some template messages for this as well. For instance, a template might be: “Update: [Festival Name] will resume at [time]. Updated set times: Stage A [Artist] at X:00, Stage B [Artist] at Y:30… Thank you for your patience!” That way, you only fill in the blanks and hit send. If you use a ticketing platform with communication features (like Ticket Fairy), you could even send an email or text blast to all ticket holders with this info – ensuring anyone who checked their phone during the hold sees the update immediately.

One more tip: coordinate with artists and their teams about the revised schedule before you announce it publicly, if possible. Artists will need to know if their set is shortened or bumped to a different time. Work closely with stage managers and artist liaisons in the production office while the storm is ongoing. Often, festivals will cut down set times across the board or drop a support act to allow headliners to still play within a new curfew. These decisions can be sensitive, but the sooner they are made and communicated, the smoother the restart will go. And once you do announce the new schedule, stick to it as closely as you can – frequent changes will confuse people, so it’s better to take an extra 10-15 minutes to finalize a solid plan than to rush out an unconfirmed schedule and change it again later.

During CMA Fest’s 2023 weather suspension, for example, organizers kept fans in the loop by announcing that outdoor stages would remain closed for the rest of the day (www.foxnews.com) and that the evening stadium show would be delayed until safety was assured. While fans were undoubtedly disappointed about cancellations, they appreciated knowing what to expect, and they could adjust their plans accordingly rather than standing in the rain with false hope.

The Power of Calm, Precise Words in Crowd Control

In any festival emergency, words are one of your most powerful tools. The tone and clarity of communications directly influence crowd behavior. Calm, precise words can control a crowd – or at least guide it cooperatively – whereas panicked or vague messaging can cause confusion or panic. Seasoned festival producers choose their wording carefully and train their staff and announcers to deliver messages in a steady, reassuring manner.

There are a few key principles to remember when addressing a crowd during weather holds or evacuations:

• Stay Calm and Stay Honest: Use a steady, unrushed tone of voice. Even if there’s urgency, never shout in panic or use dramatic language. Communicate the situation honestly (e.g. “there is a severe storm approaching”) but immediately follow up with clear actions (“here’s what we need you to do”). Crowds take cues from the speaker’s mood – if you sound panicked, they will feel panicked; if you sound in control, they will follow instructions more willingly.

• Be Direct and Specific: Tell people exactly what to do and where to go, using simple language. Instead of a vague “seek shelter,” say “Please calmly head to Shelter Zones A and B now” or “Please return to your cars or the parking garage on 5th Street.” If you have pre-designated evacuation routes or shelters, mention them by name. At CMA Fest, the organizers didn’t just say “seek shelter” – they specified multiple nearby buildings and garages by name as safe shelter options (www.foxnews.com). This level of detail helps people move with purpose rather than milling around unsure of where to find safety.

• Bilingual Messaging and Accessibility: As noted, give instructions in the languages your crowd understands. If you have the resources, also consider visual aids – for example, displaying the instructions on screens or signage for anyone who can’t hear the announcement. In multilingual regions or international festivals, you might rotate languages (“First English, then Spanish,” etc.) to cover most of the audience. Keep each version brief so the overall announcement doesn’t become too long-winded.

• Project Authority with Empathy: The messenger should sound authoritative — like they know exactly what they’re doing — but also empathetic to fan concerns. Phrases like “your safety is our top priority” or “thank you for your cooperation” can reinforce that the festival cares about the attendees. For instance, when Bonnaroo (a large outdoor festival in Tennessee) faced a fast-approaching storm, officials posted an announcement telling fans to “please head calmly to the nearest exit” and shelter in their cars, even adding “No vehicle? Find a friend.” (ca.billboard.com). This not only gave clear instructions, it also showed a touch of care for those without vehicles. Shortly after, Bonnaroo’s team followed up with a promise: “We know you’re curious about today’s schedule and we will update you as soon as we can” (ca.billboard.com), acknowledging the fans’ worries and assuring them the show would go on. That combination of authority (“please exit immediately”) and empathy (“we’ll keep you informed, we’re all in this together”) helped keep thousands of attendees calm and cooperative during an evacuation.

• Prevent Rumors and Misinformation: In the absence of clear info, crowds often speculate or listen to rumours. By speaking early and often via official channels, you prevent the spread of misinformation. Make sure your staff and volunteers are also briefed with the same clear message so they can help direct people on the ground and answer questions correctly. Consistency is key — mixed messages from different staff can erode trust. If the hold is taking longer than expected, give a brief update (“We appreciate your patience, folks. We’re still in a weather hold as lightning is in the area. We’ll update again at 6:30 PM.”). Regular updates, even if the update is “still waiting,” reassure everyone that organizers haven’t forgotten them.

Finally, always review and refine your communication after an incident. If you had to deal with a storm and evacuate or hold the show, gather your team afterward to debrief. What went well? What caused confusion? Use that to improve your scripts, plans, and training for next time. The best festival teams learn from each close call so that when the next one comes — and in the world of outdoor events, there will be a next one — they handle it even more smoothly.

Key Takeaways

• Plan for Bad Weather – Assume that storms will happen at some point. Have a documented weather emergency plan and share it with your staff before the festival begins.

• Pre-Script Your Emergency Messages – Write clear, calm PA announcements for holds, evacuations, and resumptions in advance. Include translations if needed for multilingual audiences, and specify shelter locations and instructions in the script.

• Establish a Command Chain – Decide who has authority to pause or evacuate the festival, and name a backup. When seconds matter, it must be immediately clear who makes the call and how it’s communicated to all stages and staff.

• Use Calm and Clear Communication – During an incident, use a steady voice and precise language. Instruct attendees exactly where to go and what to do, and encourage them to remain calm. Provide frequent updates to maintain trust.

• Prepare the Venue for Weather – Invest in stage covers, tarps, and anti-slip mats. Protect equipment and keep the stage and grounds as safe as possible so you can recover quickly once the weather passes.

• Update Schedules and Inform Attendees – As soon as possible, update your schedule and let the audience know via multiple channels (PA announcements, social media, apps, signage). Prompt, honest communication about delays and changes will keep fans on your side.

• Practice and Drill – Whenever feasible, rehearse your emergency plan. Do a walk-through with key staff: practice who will announce what, how the evacuation routes will work, where equipment covers are stored, etc. Preparation builds confidence.

• Learn from Every Event – After any weather incident, debrief with your team. Incorporate lessons learned (what could be improved in messaging or logistics) into future plans. The next generation of festival producers will benefit from the continuous refinement of these safety practices.

By planning ahead for storms, lightning, and even the rare tornado, festival organizers can ensure that when bad weather hits, they respond with professionalism and calm. Attendees will take cues from the festival staff’s preparedness and demeanor. The goal is that even in the face of thunder and tempest, the crowd stays safe, informed, and ready to return to the music once clear skies come back. With clear protocols, practiced staff, and calm, precise words, any festival – from a local country music weekend to a massive international music extravaganza – can weather the storm.