| We were so excited. This was the third year our | | | | and decreased visibility. Again, more wet T-shirts. |
| animal welfare association was hosting a summer | | | | Could any of this been avoided by a "Plan B?" That's |
| fundraiser that included a dog wash, a dog walk, as | | | | a tough call. The only real alternative is an indoor |
| well as exhibits from rescue groups and pet-related | | | | event or one under a sheltered area. But for running |
| vendors in an outdoor venue. And this was the first | | | | races, parades, and golf outings, that's often not an |
| year that it would be combined with another shelter | | | | option due to scheduling conflicts and the cost and |
| sponsored event. The support from the community | | | | work involved in mobilizing event staff, volunteers, |
| in terms of volunteers, donations (both in-kind and | | | | and participants on multiple dates. So here are some |
| cash) was more than we ever anticipated. | | | | "What To Do" thoughts from our experience for |
| After months of planning and effort, the day arrived. | | | | handling the inevitable with outdoor events: |
| Unfortunately, so did a severe weather front. A | | | | - Do Decide Whether to "Weather the Weather" - If |
| thunderstorm with winds reported to be up to 60 | | | | you decide to host the event rain or shine, do place |
| miles per hour ripped through the event, sending | | | | that in your literature. People will probably not expect |
| exhibits flying. Since we were next to the county's | | | | a rain date. It might also be wise to include a |
| Office of Emergency Management, we received | | | | statement to the effect that the event will only be |
| word that there was a tornado sighting west of | | | | canceled if severe weather or other conditions |
| where we were and prediction of severe | | | | threaten the safety of participants. |
| thunderstorms. | | | | - Do Have an Emergency Communication Channel for |
| The first concern was the safety of everyone at the | | | | Event Updates - The media you choose to |
| event. Volunteers, exhibitors, attendees--many with | | | | communicate whether an event is on or off will |
| animals--were instructed to drive home before the | | | | greatly depend on the event and the type of |
| time the severe weather was predicted to hit. If that | | | | participants. For example, social media channels such |
| was not possible, folks were directed to the storm | | | | as Twitter (through the use of a special event |
| shelter on the grounds until able to be outside safely. | | | | hashtag) or Facebook might be ideal to alert |
| After the worst of the storm threat passed, it | | | | participants of event changes. However, at the |
| rained... a lot! Volunteers and association members in | | | | animal event discussed, very few of the staff, |
| their event T-shirts got completely drenched. We had | | | | volunteers, and participants are regularly active in |
| a good chuckle about our impromptu wet T-shirt | | | | these networks. In those cases, a message on a |
| contest! | | | | special event telephone hotline, prominent website |
| Of course everyone in attendance was very | | | | postings, and signs at the event entrances would be |
| disappointed. The foundation coordinator and several | | | | the only possibilities. Even if you are using social |
| others were practically in tears. As well, money and | | | | media channels, these would be good to use in |
| effort were essentially wasted. The good news was | | | | addition. |
| that, except for some twisted tents and damaged | | | | - Do Advise Sponsors and Exhibitors How You Will |
| materials, people and animals were safe. | | | | Handle an Event Cancellation - Granted, this was a |
| What was interesting for me was that the week | | | | charity event and businesses were participating for |
| prior, I had participated in the 5K run for a local zoo. | | | | more than just marketing value. However, it is an |
| That day, too, was marked by high humidity and a | | | | investment. Knowing how you plan to make it right |
| storm threat that is typical of summer in Chicago. In | | | | should the inevitable happen will go a long way to |
| fact, just as the 10K portion of the run completed, a | | | | maintain a positive relationship should the weather |
| torrential rainstorm began which flooded intersections | | | | not cooperate. |