This text is part of the Weather Preparedness & Resilience Toolbox developed by the YOUROPE Event Safety (YES) Group within YOUROPE’s 3F project (Future-Fit Festivals). It is aimed at everyone involved in planning, building, and operating open-air events. It helps festivals and other outdoor events become truly weather-ready by offering both practical and research-based resources as well as background information on weather and climate. Learn how to design safer and more weather-resilient outdoor events.
Artist Liaison Cue Sheet
This document defines roles, authority, communication logic, timing windows, and safety clearance gates for coordinating weather-related show interruptions with artists and their representatives.
It operationalizes the artist interface during weather escalation and de-escalation.
It does not replace meteorological assessment, site-specific thresholds, or the overall Show Stop procedure.
Especially as “weather” often invites do discussions and exchange of opinions, make sure that all procedures are clear in advance (make them a part of the contract).
Non-Negotiable Principles
- Weather decisions are safety decisions
- Meteorological clearance precedes artistic discussion
- One voice to the artist at all times
- No promises — only review windows
- Restart equals a new weather decision
Role of the Artist Liaison (Weather Context)
The Artist Liaison (AL) translates weather risk decisions into clear, calm, and predictable communication for artists and management.
The AL does not:
- interpret meteorological data independently,
- debate thresholds with artists,
- speculate on storm movement or timing.
The AL does:
- communicate decisions made by Show Control,
- manage expectations during uncertainty,
- maintain trust through structured updates.
Trigger Conditions
This Cue Sheet becomes active when Show Control declares Pause / Stop due to:
| Weather Trigger | Examples |
| Lightning | Cell within defined radius, strike density |
| Wind | Gusts exceeding structural thresholds |
| Rain | Surface flooding, electrical risk |
| Heat | Medical overload, WBGT exceedance |
| Forecast Shift | Sudden escalation via nowcasting |
Authority & Decision Chain
| Role | Responsibility |
| Show Control | Stop / Restart decision |
| Weather Officer / Meteo Service | Hazard assessment |
| Event Safety Officer | Safety clearance |
| Artist Liaison | Communication only |
Rule: The Artist Liaison communicates decisions, not data.
Communication Lines
| Interface | Channel |
| AL ↔ Artist / TM | In person + dedicated comms |
| AL ↔ Show Control | Dedicated radio |
| AL ↔ Stage Manager | Radio |
Rule: No parallel weather explanations by production or technical staff.
Weather Situation Header (Operational Snapshot)
To be completed before first artist contact.
| Parameter | Entry |
| Event / Site | |
| Stage | |
| Artist | |
| Current Phase | Live / Egress |
| Weather Hazard | |
| Trigger Threshold | |
| Decision Time | |
| Next Review Time |
Weather Safety Clearance Gate
Restart discussion is forbidden unless all items below are confirmed:
☐ Lightning outside defined radius
☐ Wind below structural thresholds
☐ Rain intensity acceptable for electrics
☐ Stage roof, towers, and PA inspected
☐ Ground conditions stable (no slip / sink risk)
☐ Forecast trend stable or improving
☐ Medical readiness confirmed
One open item = no restart.
Post-Weather Documentation
| Item | Required |
| Weather trigger & thresholds | ☐ |
| Timeline | ☐ |
| Decisions & authorities | ☐ |
| Artist communication | ☐ |
| Outcome | ☐ |