Choosing Plan-B Sites and Weather Shelters for Festivals

Picture this: the skies are clear as a festival crowd dances by the coast, but by afternoon the horizon darkens with storm clouds. No festival producer wants to think about worst-case scenarios on a sunny morning, yet experienced festival organizers know that preparing a Plan B is a non-negotiable part of event planning. When the coast turns stormy – literally or figuratively – having pre-contracted alternate venues and sturdy weather shelters can make the difference between a safe, successful event and a chaotic cancellation.

Why Every Destination Festival Needs a Plan B

Outdoor festivals, especially destination events in remote or weather-prone locales, are at the mercy of Mother Nature. From sudden tropical downpours in Indonesia to heatwaves in Australia or surprise cold fronts in New Zealand, weather can shift quickly. Festival producers across the globe have learned that investing time in contingency plans upfront saves massive headaches later. A well-crafted Plan B ensures that:

• Safety comes first: If high winds, lightning, or floods threaten, you can quickly move attendees to safety or even relocate the event.
• The show can go on (when possible): A backup venue or weather-resistant shelter means you might still deliver some or all of the experience rather than outright cancellation.
• Trust is preserved: When you handle a weather crisis smoothly, attendees walk away impressed by the professionalism rather than angered by confusion.

Ignoring contingency planning can be catastrophic. For example, a major U.S. festival in 2015 failed to have robust rain and transport plans, leaving tens of thousands of attendees stranded without food, shelter or transport for hours when heavy rain turned the site to mud (themusic.com.au). The resulting backlash was a PR nightmare. In contrast, festivals that plan ahead – securing alternate sites and clear protocols – have managed sudden storms with minimal fallout.

Pre-Contracting Alternate Venues

One of the smartest moves for any large outdoor festival is to pre-contract an alternate venue. This means having an agreement in place with a secondary location that could host your event on short notice. It might be an indoor arena, a nearby warehouse, a community hall, or even a neighboring field less affected by flooding. The key is that this Plan B site is ready to activate if needed.

• Secure it in advance: Negotiating a standby venue well before the festival ensures it’s available if things go south. Yes, it might mean extra cost or a retainer fee, but it’s an insurance policy for your event.
• Make sure it’s suitable: The backup should be able to accommodate your crowd size (at least to a safe extent), and have necessary infrastructure (power, stage area, shelter, facilities). It doesn’t need to be an exact replica of your main venue, but it should let the core event continue.
• Location considerations: For destination festivals, ideally the alternate site is nearby. Attendees have already traveled far, so moving the event to a spot a short drive or shuttle ride away is preferable. In urban settings, this could be an arena across town; in rural settings, maybe a high school gym or concert hall in the nearest town.

For instance, in 2024 an outdoor music festival in New York called Follow The Arrow proactively shifted from its original open farm venue to an indoor theater when forecasts predicted severe rain and thunderstorms (relix.com). Because the festival organizers had a relationship with the theater, they were able to move the whole event indoors on the original date, honoring all tickets and keeping the festival alive despite the weather. Attendees stayed dry and the artists could still perform – a win-win under what could have been a cancellation.

Having a Plan B venue doesn’t always mean the entire festival will relocate. Sometimes it’s about partial relocations or temporary shelters. If you’re running a multi-stage festival, you might plan to consolidate key performances into one sheltered stage or move VIP experiences indoors if weather is bad, while pausing other activities.

Defining Objective Weather Triggers

Deciding when to actually pull the trigger on your Plan B is just as important as having one. Objective weather triggers are predefined conditions that will prompt you and your team to either relocate, pause, or evacuate the event for safety. By deciding these thresholds in advance, you avoid indecision or emotional calls under pressure.

Consider setting triggers for scenarios like:

• Lightning storms: For example, many festivals adopt a rule to suspend performances and send attendees to shelter if lightning is detected within an 8-mile (13 km) radius (www.festivalinsights.com). Some events even extend that to a 10-mile radius to allow more evacuation time. Lightning can strike even without rain, so the moment thunder is audible or credible lightning reports are within the trigger distance, it’s time to act.
• High winds: Temporary stages, tents, and signage can become hazards in strong winds. Set a wind speed (e.g. sustained 40+ mph or local regulation limits) that requires powering down stages and instructing people to move to secure areas. In open field festivals, wind can pick up suddenly; having an anemometer on site and a meteorologist feed is wise.
• Heavy rain / flooding: Define how much rainfall or ground saturation would make your site unsafe. This could be in consultation with local authorities – for instance, if the main field’s drainage can’t handle more than 2 inches of rain in 24 hours, you might declare a trigger to pause or relocate if forecasts exceed that. Flash flood warnings in the area should also be an immediate trigger for evacuation.
• Extreme heat or cold: Especially for destination events where attendees may not be prepared for extreme temperatures. If heat indexes soar beyond safe levels (say 40°C / 104°F and above), you might trigger extra cooling measures, medical alerts, or schedule adjustments (like pausing afternoon sets). Similarly, unexpected cold might trigger distribution of blankets or warming stations.

Objective criteria should be developed with experts – meteorologists, safety officers, and local officials. By using data (weather alerts, forecasts, on-site measurements) as your guide, you ensure decisions are rooted in safety, not optimism or financial pressure. Importantly, decide the timeline for making the call: e.g., “If weather models still show hurricane-force winds 48 hours before our beach festival, we will move to the backup venue,” or “If lightning is within 8 miles, pause the show immediately and resume only after 30 minutes all-clear.”

Document these triggers in your emergency action plan and brief all key staff and vendors. Everyone should know that when X happens, we do Y without hesitation.

Logistics of Venue Switches and Weather Shelters

When severe weather hits, time is of the essence. A solid plan on paper needs an equally solid execution strategy for moving people and equipment around safely.

1. Transportation and Infrastructure: If relocating to your Plan B site, how will everyone get there? Consider these factors:
   • Shuttle buses and reroutes: Have buses on standby or contracts with transportation companies that can spring into action. If attendees drove, be ready to send updated GPS directions and have parking attendants redirect traffic to the new site.
   • Staggered movement: For large festivals, you may need to move people in phases, prioritizing those in the most exposed areas first. Make sure paths and exits are clearly marked and staff are guiding the crowd.
   • Equipment and staging: Critical gear like sound and lighting equipment may need weather protection during the switch. If a full relocation isn’t feasible mid-event, have tarps and covers to quickly protect electronics and instruments on stage. In some cases, you might only move the audience and keep performers ready to resume once it’s safe.
   • On-site shelters: Not every weather delay means leaving the venue. In many cases, the plan is to shelter in place. Identify sturdy structures at or near your site (permanent buildings, concrete parking garages, underpasses, or purpose-built storm shelters). If your festival is on a farm or beach with few permanent buildings, consider renting large industrial tents rated for winds, or using buses as temporary shelter for attendees. Even encouraging attendees to shelter in their cars (if parked nearby) can be part of the plan, as cars can be relatively safe in lightning storms.
2. Communication Systems: Maintain reliable communication tools for staff during any emergency switch. Radios, mobile text chains, or event management apps should have backup power (extra batteries or generators) since power may go down in storms. Designate a chain of command: who gives the order to pause or move, and who communicates to staff at different areas.
3. Accessibility: When moving to shelters or a new venue, account for attendees with disabilities, families with kids, or others who may need assistance. Staff should be assigned to help those who cannot move quickly or navigate stairs, etc. A plan is only as good as its inclusivity.
4. Coordinate with Authorities: Work with local police, fire departments, and medical services on your contingency logistics. They can assist with route planning for evacuation, controlling traffic to a new venue, and providing first aid if someone gets injured in the haste. In some countries, authorities might even require an approved contingency route and shelter plan as part of the event permit.

A case in point: a famous U.S. city festival once drew praise for its textbook evacuation during a fast-approaching thunderstorm. Festival organizers halted the show and directed tens of thousands of attendees to pre-designated shelter zones in parking garages and underground halls via clear announcements (weather.com). Within an hour the storm passed and the event resumed as people returned calmly. This kind of smooth execution only happens with drills, coordination, and having every piece of the logistics puzzle figured out beforehand.

On the flip side, poor planning can turn dangerous. There are instances where lack of transport planning led to attendees walking miles in unsafe conditions or being stuck in traffic jams as weather worsened. Always ask yourself, “If we needed to move or protect everyone right now, how would we actually do it?” and refine any weak points in that answer.

Guest Communication: Preserving Trust in a Storm

How you communicate changes can make or break your festival’s reputation. Attendees have invested time, money, and excitement into your event – sudden changes will disappoint them, but clear and honest communication can turn a potential PR disaster into a moment of collective understanding.

Here are strategies for effective guest communication when implementing Plan B or weather holds:

• Multi-channel announcements: Don’t rely on just one medium. Use the stage PA system, big screens, and signage on-site to immediately inform the crowd of what’s happening. Simultaneously, push out messages on all digital channels: SMS texts, emails, push notifications via your festival app, and social media updates. Modern ticketing platforms like Ticket Fairy allow festival organizers to send urgent updates to all ticket holders, ensuring nobody misses the memo. The message everywhere should be consistent and calm.
• Be transparent and specific: Briefly explain why you are making this call (“Due to a severe weather warning with lightning in the area, we are temporarily pausing the festival for everyone’s safety”). If relocating, explain the plan (“We are moving to [Backup Venue Name], a sheltered location, due to the incoming storm”). Attendees are more likely to remain cooperative if they understand the rationale.
• Give clear instructions: Tell people exactly what to do next. For example: “Please proceed to the north gate and board the shuttles to the indoor venue,” or “All guests should return to their vehicles or the designated shelter tents immediately. Staff in yellow vests will guide you.” Use simple language, and repeat critical information multiple times.
• Timing and updates: Communicate early and update often. If you see a potential need to move venues hours before gates open, let ticket holders know as soon as the decision is made so they can adjust their plans. During a pause or evacuation, provide updates at regular intervals (even if the update is “We’re still on hold, thanks for your patience as we wait for the storm to pass”). A silence of information breeds rumor and frustration – don’t let an information vacuum develop.
• Preserve goodwill: The tone should be empathetic and appreciative. Thank attendees for their understanding and emphasize that their safety is the top priority. If the change results in any reduced experience (shorter show, missing acts), consider gestures to preserve goodwill – perhaps a partial refund, a discount code for next year, free merchandise, or even a heartfelt follow-up email acknowledging their patience. These go a long way to maintain trust.

Remember, bad weather is nobody’s fault. Many festival-goers will be understanding if you handle it well. Some of the most loyal fans are earned when they see a festival organizer turn a tough situation into a safe and even memorable experience. Being upfront and professional reinforces that “we’re all in this together” spirit.

Learning from Real Festivals: Successes and Cautionary Tales

It helps to look at how other festivals have managed (or mishandled) weather crises:

• Lollapalooza (Chicago, USA): In 2015, this major festival faced a severe thunderstorm forecast on its final day. Festival organizers, in partnership with city officials, made the call to evacuate the park well before the storm hit (weather.com). Over 50,000 people were directed to shelter in nearby parking garages and underground facilities. Thanks to clear instructions via PA, video screens, and mobile app push notifications, the evacuation was orderly (weather.com). The storm largely bypassed the area, and the festival resumed an hour later – a textbook example of erring on the side of safety and communicating effectively.
• TomorrowWorld (Chattahoochee Hills, USA): In 2015, heavy rains turned the festival’s remote Georgia site into a mud pit. Festival organizers were caught without a viable plan to transport or shelter the non-camping attendees when shuttle roads became impassable. Thousands ended up stranded overnight outside the venue with little communication or support, sparking outrage (themusic.com.au). The festival’s reputation took a major hit. The lesson: if your festival site is hard to exit in good weather, it will be exponentially worse in bad weather – plan accordingly with shuttles, shelter, and open communication.
• One Love Asia Festival (Hong Kong, 2024): This international music festival had to postpone its opening by a week and shift its venue from an outdoor harborfront location to an indoor arena due to an approaching tropical storm (www.scmp.com). However, the late notice and unclear initial communication led to public frustration and criticism from local officials. It underscores how important timing and messaging are – even a correct decision can be received poorly if communicated clumsily. When changing dates or venues, give as much lead time as possible and address attendees’ concerns (like what happens to tickets, travel arrangements, etc.) proactively.
• Burning Man (Black Rock Desert, USA, 2023): Although not a typical commercial festival, this event faced an unprecedented desert rainstorm that closed roads and stranded tens of thousands in mud for days. Event organizers urged participants to shelter in place and conserve resources. Despite the challenging conditions, the community largely stayed calm and helped each other, in part because the festival’s culture had always emphasized preparedness and self-reliance. The takeaway here is unique: when your audience is primed to handle adversity (and you communicate honestly about the situation), even an intense weather incident can be managed without panic.

Festival organizers in every country can glean wisdom from these stories. Whether it’s a massive EDM festival in Belgium dealing with high winds, a beach festival in Mexico eyeing a hurricane, or a boutique folk festival in New Zealand facing a sudden cold snap – the principles of planning and communication remain universal. Adapt them to your local context: know the specific weather risks of your region and season, and have culturally aware communication (e.g., multiple languages if your crowd is international, or using local emergency norms).

Key Takeaways

• Always have a backup plan: For any outdoor festival, especially in remote or weather-volatile locations, arrange a Plan B venue or at least robust on-site shelter options ahead of time.
• Define clear trigger points: Establish objective criteria (lightning radius, wind speed, etc.) that will prompt pausing or moving the event. Decide them in advance with safety experts – don’t wing it on show day.
• Plan the logistics in detail: Know how you would relocate or shelter everyone. Coordinate transportation, protect equipment, assist vulnerable attendees, and work with local authorities. Run through the scenario in training drills.
• Communicate early and often: Keep attendees in the loop with timely, transparent updates across multiple channels. Clear instructions and honesty will maintain trust, even if people are disappointed by changes.
• Learn and adapt: Study how other festivals handle weather emergencies. Incorporate their successful strategies and avoid their mistakes. Every event is a learning opportunity to improve your contingency planning.
• Safety and trust are paramount: At the end of the day, guests will remember how you treated them during a crisis. Prioritize their safety and well-being, and they’ll be far more likely to support your festival again – rain or shine.