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.
Best Practice Example: Checklist Severe weather (general)
Extreme weather phenomena (“severe weather”) may lead to the cancellation/termination or interruption of the event.
The event management is responsible for continuously monitoring weather conditions in the run-up to and during the event. To this end, current weather information, in particular severe weather warnings, is obtained regularly from the German Weather Service (DWD). A detailed weather forecast must be prepared before each event, and preventive measures must be planned and implemented in the event of foreseeable hazards. During the event, the weather situation must be continuously monitored so that a rapid response can be made in the event of unexpected developments. The event management is responsible for monitoring, communicating weather warnings and corresponding instructions to all participants and visitors.
All weather reports and the resulting procedures are documented in the event records.
Wind Danger from flying objects (umbrellas, decorations, branches, trees, roof tiles) that could cause personal injury or property damage. Stages or tents that become structurally unstable due to damage, for example to the outer skin.
Wind Category: Beaufort (Bft)
| 1 – 3 | Uncritical wind conditions – no dangerous situations to be expected | |
| 4 | Monitor weather developments | |
| Check infrastructure register for light structures (sunshades, beach flags, displays, covered construction fences, etc.) | ||
| Inform those responsible for assembly and dismantling to stand by for “dismantling of light structures” | ||
| Stand by for Bft 5 | ||
| 5 | Safety work: Check, if necessary, further secure or, if necessary, dismantle light structures and exhibits on the premises. | |
| Check structures < Bft 6 (small tents/sales stands, high structures > 2.5 m) | ||
| Inform safety personnel to be on standby Warning level orange – Bft 6 | ||
| Standby for Bft 6 – constant weather monitoring | ||
| 6 | Weather developments may cause locally dangerous situations | |
| Check other structures on the premises, small stages, medium-sized tents, exhibition pieces | ||
| Dismantle light and medium-weight structures on site, check and, if necessary, secure, dismantle or close them | ||
| Cessation of operations: small tents and stages Wind resistance </= Bft 6 | ||
| Cessation of operations Stands with open fires/embers (charcoal barbecues, etc.) | ||
| Information for safety personnel on standby Warning level orange – Bft 7 | ||
| Convene coordination group (if not permanently staffed) | ||
| If necessary, inform visitors about further action/expected behaviour – Alarm procedure | ||
| Stand by for Bft 7 – Constant weather observation | ||
| 7 | Weather developments may cause dangerous situations locally | |
| All measures as under level 6 | ||
| Preparing for increased outflow of event visitors | ||
| Check areas for locally channelled winds (take changing wind directions into account) | ||
| If necessary, check/prepare for partial evacuation of areas of the site – Observe trees and branches on the site and in public areas around the evacuation areas | ||
| Inform safety personnel: stand by for interruption of event operations | ||
| Inform visitors about further action – expected behaviour – alarm procedure | ||
| Stand by for suspension of event operations – evacuation of the premises – | ||
| Prepare for visitor departure | ||
| Stand by for wind force 8 – constant weather monitoring | ||
| 8 | Adjust event operations | |
| Initiate evacuation of the premises – (see also evacuation scenario) | ||
| Thunderstorm/lightning strike: Danger from direct lightning strike, flash over or step voltage. Fire hazard in equipment or objects, as well as danger of instability (trees, tents). Danger of failure of safety equipment or devices (stage technology). | ||
| A | Non-critical weather situation – no hazards expected / no advance information on severe weather active | |
| B | Advance information for e.g. rain / generally non-hazardous situations | |
| C | Advance information for heavy rain, hail, strong winds or thunderstorms Convene coordination group Review weather scenarios – knowledge and resources/availability | |
| D | SEVERE WEATHER WARNING for heavy rain, hail, strong winds or thunderstorms Advance warning time > 1.5 hours | |
| Convene coordination group Assessment by meteorologist Review weather scenarios – knowledge and resources/availability | ||
| Information to those responsible for setting up and dismantling for standby “Dismantling light structures” | ||
| Information for all marshals/agreement to maintain constant contact | ||
| Information for visitors about the upcoming situation with time details | ||
| Stand by for level E | ||
| E | SEVERE WEATHER WARNING for heavy rain, hail, strong winds or thunderstorms Advance warning time < 1.5 hours – 45 minutes | |
| Query stage according to current wind strength | ||
| Safety measures: according to expected wind speeds Scenario Weather – Wind | ||
| Information to visitors about the impending situation with time details AND expected behaviour in the event of cancellation of the event and evacuation of the event | ||
| Check site plan for light to medium structures (small tents/sales stands, high structures > 2.5 m | ||
| stand by for level F Constant weather monitoring Coordination group remains together stand by Clearance of the site | ||
| F | SEVERE WEATHER WARNING for heavy rain, hail, strong winds or thunderstorms Advance warning time < 45 min. | |
| Check evacuation positions VOD taken | ||
| Entertainment programme, sales, etc. suspended | ||
| Information to visitors in accordance with the evacuation procedure | ||
| Continue with evacuation scenario | ||