Adverse Weather

Adverse weather conditions are those which might have implications for:

1.       The health and safety of visitors, participants, and members of staff involved in the event

2.       The potential lasting impact on the site landscape and ecological habitats if the event were to proceed

Rationale for this Policy:

City Runs events are regularly held at open spaces sites. In the event of adverse weather, it is important that the safety of those attending the event, and members of staff involved in arranging and managing the event, is ensured.

In the event of adverse weather conditions, a decision must be taken as to whether the event is to be cancelled. It is important that the process by which the decision is taken should allow for consideration of all known risks and involves all relevant parties.

This policy describes the process which should be followed to make a decision regarding cancellation and how the decision should be communicated.

The cancellation procedure:

In the event of new information becoming available regarding adverse weather conditions during, before or directly after the event senior City Runs Events team will meet to discuss the event. The team regularly monitor weather forecasts provided by the UK Meteorological Office (Met Office) before the event.

The meeting will be held as soon as reasonably possible after information about adverse weather conditions becomes available and must be held on site wherever possible.

The meeting will include consideration of the following issues:

1.       The health and safety of visitors, participants, and members of staff involved in the event

2.       The potential lasting impact on the site landscape and ecological habitats if the event were to proceed

3.       Any relevant accessibility issues regarding visitors reaching and leaving the site

Communications Plan:

If a decision is taken to cancel the event then the City Runs team will seek to advise participants and other stakeholder as quickly as possible with the reasons for cancellation clearly explained.

Key issues to be considered:

1.       Could an alternative date for the event be set?

2.       What are the key reasons for cancellation?

3.       What are the most appropriate communication channels to use to those who would be planning to attend the event?

4.       What are the most appropriate channels to use given the timeframes involved

5.       Consideration must be given to use of the following communications channels: Participants/Spectators – Facebook/Twitter/e-mail/newspapers, Stewards/Support staff/Contractors – telephone/e-mail

Decision Making Template:

1.       Content of Met Office Weather Forecast

2.       Health and safety implications of adverse weather event for visitors/participants/members of staff

3.       Potential lasting impact on the site landscape and ecological habitats if the event were to proceed

4.       Accessibility issues for visitors to reaching and leaving the site (ease of arrival and departure, impact of weather on local transport)

5.       Decision on cancellation

6.       Consideration of next steps