8. Wet Weather & Cancellation
8.1 Wet Weather and Storm Procedure
The First Wave of Summer event will operate with a tiered response to weather conditions, ensuring attendee safety, asset protection, and compliance with council and emergency service protocols.
Light Rain
- Event will proceed as planned.
Attendees advised pre-event to bring ponchos/rain jackets.
Staff instructed to monitor ground conditions for slips or pooling water.
- Electrical equipment checked regularly to ensure safety.
Heavy Rain
- Event will proceed if conditions remain safe for patrons and staff.
Non-essential electrical equipment powered down if there is any risk.
Stage and screen equipment covered with waterproof protection.
- Access routes monitored for flooding; entry areas adjusted where required.
Strong Winds (30–40 km/h sustained)
- Secure all signage, light structures, and temporary fencing.
Pause elevated stage activities and reassess safety every 30 minutes.
- Inform vendors and bar operators to secure their areas.
Dangerous Winds (40+ km/h sustained or gusts exceeding 50 km/h)
- Stage production paused immediately.
Attendees directed to safe areas until conditions ease.
- Event Director and Site Manager to prepare for potential site evacuation.
Severe Weather (Lightning or Hazardous Storm Cells)
- Activities paused, and attendees directed to designated safe areas or advised to shelter in vehicles.
- If conditions persist or escalate, the event may be suspended or cancelled in consultation with emergency services.
Roles & Responsibilities
- Event Director (Oliver Frost): Final authority for weather-related decisions.
Site Manager: Implements operational changes and coordinates with security and vendors.
Production Manager: Manages protection or shutdown of staging, audio, and visual equipment.
- Safety Officer: Liaises with emergency services and monitors weather updates in real-time.
Attendee Communication
- Pre-Event: Social media updates, website notices, and ticket confirmations will outline wet weather policy and contingency plans.
- During Event:
Main stage PA announcements for immediate instructions.Social media updates for those arriving late.- Volunteers and security to assist in directing attendees
8.2 Cancellation Procedure
Cancellation will be considered only in circumstances where public safety is at risk or site conditions make the event unviable.
Decision-Making Authority
- The Event Director, in consultation with the Site Manager, Production Manager, and Safety Officer, will make the final decision on cancellation.
- Emergency services and council will be informed before any public announcements.
Pre-Event Cancellation
- Decision made no later than 1:00 pM on event day (if forecast is unsafe).
Public notified via social media, event website, and local radio if available.
- Suppliers, vendors, and staff notified via group messaging and email.
On-Site Cancellation
- Attendees informed via PA system and social media updates.
Security and volunteers assist with orderly evacuation.
- Muster points activated if needed for safety.
Supplier & Vendor Communication
- Group SMS, phone calls, and email notifications will be sent immediately.
- Contracts with suppliers and vendors include clear clauses outlining cancellation procedures and any applicable fees.
Post-Cancellation Actions
- Incident report prepared by Event Manager.
Formal debrief held with council and emergency services within 48 hours.
- Public update posted thanking attendees and outlining any reschedule options if applicable.
