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.
Weather Toolbox – Screen & PA Examples
Communication Phase Matrix (Phase × Channel × Message)
Make sure that you have pre-approved micro-texts for public address systems (PA), screens / LED walls, and digital push channels (event apps, SMS, messenger services) for use in:
- weather-related risk situations,
- time-critical operational phases,
- high-noise, high-stress environments,
- multilingual and diverse audiences.
The goal is to ensure clarity, consistency, and speed of communication across all channels while minimizing interpretation and improvisation.
Design Principles
All messages should follow these mandatory principles:
- Action first: The required behaviour appears in the first clause.
- One instruction per message: No combined or conditional instructions.
- Phase-specific wording: Language escalates clearly with the operational phase.
- Channel-appropriate length
- PA: max. 10–12 seconds spoken
- Screen: max. 2 lines, high contrast
- App push: max. 140 characters
- No technical language: No meteorological terms, thresholds, or internal codes.
- Consistency across channels: Same core message, adapted only in length and format.
Hazard-Specific Message Sets
The following messages are only general examples. Make sure that you create your messages fitting to your event and your audience.
Heat / Heat Stress
Phase: Normal Operation – Awareness
PA: It’s hot today. Please drink water regularly and take breaks in the shade.
Screen: High temperatures today // Drink water //Use shade
App Push: Heat advisory: Stay hydrated and use shaded areas.
Phase: Elevated Risk
PA: Due to the heat, please slow down and use shaded rest areas.
Screen: Heat stress risk // Reduce activity // Drink water
App Push: Heat risk increasing. Take breaks and hydrate.
Phase: Acute Health Measures
PA: If you feel dizzy or unwell, go to the nearest medical point immediately.
Screen: Feeling unwell? Go to medical points now
App Push: Heat emergency: Seek medical help if you feel unwell.
Heavy Rain / Flooding
Phase: Awareness
PA: Rain is expected. Please watch your step and use marked paths.
Screen: Rain expected // Use paved routes
App Push: Rain forecast. Stick to marked walkways.
Phase: Active Impact
PA: Some areas are wet or slippery. Follow staff instructions and signage.
Screen: Slippery surfaces // Follow signs // Staff guidance
App Push: Wet ground on site. Move carefully.
Phase: Area Restriction
PA: Certain areas are closed due to flooding. Please keep clear.
Screen: Area closed // Flooding // Do not enter
App Push: Flooded areas closed. Use alternative routes.
Strong Wind / Gusts
Phase: Awareness
PA: Strong winds are possible today. Secure loose items.
Screen: Wind advisory // Secure belongings
App Push Wind expected. Watch loose objects.
Phase: Elevated Risk
PA: Due to strong winds, please stay away from structures and towers.
Screen: Strong wind // Keep distance from structures
App Push: Strong gusts. Avoid stages and towers.
Phase: Pause / Stop
PA: For safety reasons, the program is paused. Please remain calm and follow instructions.
Screen: Program paused // Follow instructions
App Push: Program paused due to wind. Stay calm.
Thunderstorm / Lightning
Phase: Early Warning
PA: A thunderstorm may approach. Please be prepared to move if instructed.
Screen: Thunderstorm possible // Await instructions
App Push: Thunderstorm warning. Be ready to move.
Phase: Shelter Instruction
PA: Please move calmly to the nearest shelter or your vehicle now.
Screen: Lightning risk // Go to shelter now
App Push: Lightning nearby. Move to shelter immediately.
Phase: All-Clear
PA: Thank you for your cooperation. The weather situation has improved.
Screen: All clear // Normal operation resumes
App Push: All clear. Event continues as planned.
Generic Multi-Hazard Holding Messages
These messages are used when decision-making is ongoing and no specific instruction can yet be given.
PA: We are managing the situation. Please stay where you are and await updates.
Screen: Situation under control // Update follows shortly
App Push Situation monitored. Further information soon.
“Promise the Next Update” Variant
PA: The next update will follow shortly. Thank you for your patience.
Screen: Update in progress // Please wait
App Push: Update coming shortly.
