Fair Weather Contingency Planning

Why do fairs need a weather plan?

Fairs happen outdoors or in temporary structures. Heat, thunderstorms, high wind, hail, flooding and mud can affect safety, animals, vendors and attendance. A weather plan sets out what will be monitored, who decides, and what happens when conditions change.

Planning in advance avoids confusion. Staff know the triggers, visitors hear clear instructions, and exhibitors understand how events may be delayed or rescheduled.

A good plan also covers communication. Decide in advance how every staff member will hear about a change, and keep a printed copy of key phone numbers in case power or cell service fails.

Who makes the decisions?

Most fairs name a decision maker, such as the manager or a safety committee, who has authority to pause, delay or close events. That person works with local emergency management, the National Weather Service and law enforcement. Some events, such as rodeos and carnival rides, have their own rules on weather stops.

Ask organizers who decides and how you will be told. Check the fair's website and posted signs for its weather policy.

Practice the plan with staff before the fair. A short meeting on who calls what, and who tells visitors, avoids confusion when time is short.

• Named person with authority to pause events
• Link to local emergency management
• Rules for rides, grandstands and tents
• Plan for sheltering visitors
• Plan for animals, vendors and exhibits

How is weather monitored?

Organizers use official forecasts and alerts, such as those from the National Weather Service, and may use apps, radios or on site staff. They track the day ahead and the next few hours. Watches and warnings have specific meanings, and staff should know them.

Visitors can check the forecast before arriving and sign up for local alerts. Do not rely only on what you see in the sky.

Learn what each alert means. A watch means conditions may develop, while a warning means danger is expected or happening, so the right response is different. Local emergency management can explain what it means in your area.

What about heat?

Heat is common during summer fairs. Organizers can add shade, water, cooling areas and breaks for staff. Visitors should plan for sun and water, take breaks and watch children and older adults. The CDC offers general heat safety information.

Animals also need protection. Exhibitors follow the fair's rules and the advice of their veterinarian on heat and animal care.

Plan shade, misting, water and rest breaks early. Check on volunteers and vendors too, since people who work long hours in the sun are at risk.

• Shade, water and cooling areas for visitors and staff
• Check on volunteers and vendors working long hours
• Follow the fair's animal heat rules
• Know where first aid is located

What about storms, wind and lightning?

Storms can arrive quickly. Fairs often delay or stop outdoor events and ask visitors to move to safer buildings or vehicles, depending on local guidance. Tents, stages and rides can be dangerous in high wind. Follow staff instructions and do not return until told it is safe.

Vendors should secure tents and goods and know the plan for taking them down. Ask what the fair expects before the season.

After a storm passes, check structures, wiring and grounds before reopening. Ask qualified inspectors to review anything that could be damaged.

What about mud, flooding and cold?

Rain can turn grounds into mud, create slip hazards and block parking. Organizers may add gravel, matting or alternate parking, and may change event locations. Visitors should wear suitable shoes and follow marked paths.

Cold snaps at fall fairs can affect animals and people. Plans include warming areas, extra bedding for animals and changes to schedules.

Mud can also affect accessibility, strollers and wheelchairs, so tell visitors early about any changes to paths or parking.

How do refunds, rescheduling and communication work?

Policies on tickets, entry fees and make up days differ by fair. Ask the organizer rather than assuming. Read the terms on your ticket or vendor agreement.

Organizers should communicate through the website, signs, announcements and social media with the same message. Visitors should check these official sources and avoid rumors.

Keep clear written records of decisions made during weather events. They help next year's plan and answer questions from vendors and exhibitors.

Last reviewed: November 12, 2026. Written by the County Fair & Rodeo Guide Editorial Team. See our editorial policy.