EVENTS – Weather
50
Making the call Decide on a date when a decision
will be taken on what to do. Two days’ notice should be enough time to check the weather report and get the message out.
Gazebos Gazebos provide relief against light
50
Battling the elements
The British weather isn’t always a PTA’s best friend, but having a contingency plan means you’re well prepared, whatever the weather
Where do we begin? Start by identifying what spaces are
available to you should plans need to change: fi nd shady areas if it’s too hot; move to hard spaces such as the playground if the fi eld is sodden; locate indoor areas to protect attractions from sun, rain or wind. If you don’t have anywhere appropriate to relocate parts of your event, decide if you will cancel or postpone – and factor this into your plans. There are bound to be some
restrictions if you do have to change your event: there won’t be space indoors for welly-wanging; coconut shies can’t be staked on the playground; numbers may need to be limited in case of overcrowding. Divide your list of stalls and attractions into those that will go
ahead no matter what, those that can be moved elsewhere and those that will have to be cancelled should the weather prove inclement.
and site plans Any decision to move your event will need to be taken with enough time to carry out a new risk assessment. Speed up the process by preparing a back-up site plan. Include routes in and out, stalls and attractions, performance arena, fi rst aid and lost children points. If you run a regular indoor event then use this as the starting point for your plan B. If you’re moving an event to another part of the school, consult your records to see if you already have a risk assessment and then adapt it.
Risk assessment
wind and rain as well as shade on a hot day, but is it best for PTAs to buy, hire or borrow one? ● If you buy your own, you will always have them ready when needed. It’s a big outlay, but if you regularly hire gazebos it’ll be cheaper in the long run. ● Hiring is a good option if you don’t have a lot of storage space. Bear in mind that hire companies may require a long notice period, which can be tricky if you need a last- minute solution due to the weather. ● Ask families if they have a gazebo they can lend and keep up-to-date records of who has what. Make links with local groups such as Lions and Rotary Clubs, who may be able to loan their equipment.
External performers
and stallholders When selling space at your fair, make your extreme weather policy clear in contracts. For example: ‘There will be no refunds made in the event of inclement weather’. If you are booking an attraction such as a bouncy castle or climbing wall, ask if they can offer alternatives in the event of heavy rain or wind.
First aid Providing a fi rst-aid point at a large
event is always good practice. Ensure the area is appropriate for the weather. If it’s exceptionally sunny, offer visitors somewhere quiet and shady and keep plenty of water on hand. If it’s windy and wet, put your fi rst-aid area somewhere warm and stock it with blankets and hot drinks.
PTA+ online
Visit
pta.co.uk/events/event- planning for more detailed plans on what to do when the weather is too hot or too cold.
pta.co.uk SUMMER 2020 45
IMAGES: VUKRYTAS; EXTRACOIN/
ISTOCKPHOTO.COM
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