It’s that time of year when you hear warnings and advisory messages regarding travel during winter storms, and recent weather has provided cancellations and caution with travel to and from events when winter storms produce snow fall. These warnings may affect your event planning and force an important decision to proceed as planned, cancel, or in some instance post pone an event when possible. At UltraSound Special Events, we have developed our decision making criteria from accepted weather advisory levels to identify road conditions and coordinate our decision with local law enforcement or Emergency management notifications.
We can operate outside for winter events, however, the same wind considerations are present and temperature considerations are the opposite of what we consider “Too Hot” in summer. Offering attractions like a “Synthetic Ice Rink", Christmas Train themed, Inflatable Picture Snow Globe, and the “Polar Plunge Slide” are great winter themes. Inflatables and winter festivals can continue in the cold, however, when nearing freezing temps or dropping below, consider the comfort of guests.
UltraSound Special Events cannot operate in windy conditions in excess of 25 mph or those set by the manufacturer of the attractions. We cannot operate outside in conditions nearing freezing and below 40 degrees Fahrenheit. As with planning all outdoor events, an indoor location should be secured as an alternative plan if possible. Although planning outdoor events provides known risks, how guests arrive and leave for indoor events is an important winter consideration as well. This often influences their decision to attend or not.
Considering travel, a winter weather advisory for snow means periods of snow will cause primarily travel difficulties. Depending on weather conditions, drivers can expect snow covered roads, blowing and drifting, and decreased visibility during travel. Rural areas and secondary roads can become even more hazardous as road crews focus on clearing highways and main roadways. When winter weather occurs, monitoring local media broadcasts and available mobile apps can provide advice for continuing or cancelling an event.
We want you event to be successful and often try to plan in advance with our clients to be informed and make a decision that provides for alternative planning. Unfortunately, weather predictions are not always 100% accurate, so we realize it is a difficult, yet an important decision in advance or during an event for the safety of everyone. Wind, rain, snow, lightening all create hazardous weather conditions for outdoor events and in the winter months, snow and travel for guests is an important consideration.
Here is explanation of Snow Emergency classifications:
Level 1- Roadways are hazardous due to accumulated snow or ice. Drive cautiously but roads are safe for travel. Commutes may be longer and drivers should drive slow and add time to arrive early.
Level 2- Roadways are hazardous due to blowing and drifting snow and/or ice cover. Only those who believe it is necessary to drive should be on the roadways. If level 2 occurs, we will be in touch to consider the best decision for safety of guests traveling.
Level 3 - Roadways are closed to all non-emergency travel due to extremely hazardous conditions. No one should be on the roadway unless it is absolutely essential to travel. Those operating vehicles on the roadway for non-emergency reasons may be subject to arrest.
When contracting event services, specific terms are provided on the invoice pertaining to weather situations, postponement, or cancellation of your event. Weather is often unpredictable and may change, so having access to immediate information is important and UltraSound will react in the best interests of safety.
Because UltraSound Special Events often works nationally on campus events and will be traveling for many corporate events through the snow covered Holidays, we will work directly with our clients and refer to local weather data. We certainly don’t mind snow and appreciate all four seasons, but each has weather challenges and special consideration. We can recommend the National Weather service or Weather Channel links for weather advice along with favorite weather apps on your mobile device.