Inclement Weather Plan- Relay For Life of Sauquoit Valley
The purpose of this plan is to outline what to do in the event of weather related
issues that can happen during a Relay For Life event. It will describe who makes
the decision, getting people in place to coordinate the effort, and procedures to
follow for teams, committee members and invited guests.
WeatherFrom time to time weather can impact the safety of any Relay. In the event unsafe
conditions may arise (thunderstorms, lightening, and heavy rains) a plan of action
must be in place to safely evacuate the site.
Relay For Life is a rain or shine event. If the rain is steady and no threat of
lightening participants can remain on site.
Who monitorsACS staff and school administration will monitor any potential threat of bad
weather. This will be done via smartphone onsite or going into the school to
monitor appropriate weather scans/radar.
Decision making process- If the weather scans/radar show severe weather cells in
the area a decision will be made by – ACS Staff/Chair and school administration to
evacuate the field.
Process Announcement will be made on PA and or sound system.
o Specific instructions will be broadcast.
o This may include- Where to evacuate too, how long we have before the
anticipated weather hits, Team Captain’s taking a head count, camping
gear that will be acceptable to bring in (sleeping bags, pillows etc). If
storm is approaching quickly- there may not be time for people to bring
gear in.
 In the event of evacuation participants have two optionso Taking shelter in their vehicles
o Taking shelter in the High School Gym . The outside entrance will be
the front door of the school
 Committee members will aid participants and guiding them to the proper doors
to utilize to get to the gym. Staff on site will unlock the doors.
 Team Captain’s are asked to ensure their tent and camping area is completely
evacuated. Please take a head count.
 Bathroom facilities will be opened by school staff.
 Planning Committee members will do a final sweep of field to ensure field is
empty. Local police may also be called to assist if needed.
We ask Team Captain’s and chaperones please keep an eye on their team. The
only areas people should be in are- the restrooms and gym.
Once the all clear is given- teams may return to their site. If the weather prevents
that from happening, further instructions will be given at that time.
The safety of participants, staff and Planning Committee is a top priority. We ask
your co-operation in helping us keep this even safe in the event of poor weather.
Luminary CeremonyShould weather not cooperate and the forecast is not favorable the luminary
ceremony will be moved to the gym.
o Bags will be staged on the stage steps and around the gym as best we can.
Not all luminary bags may fit, however every attempt will be made to bring
all inside.
o Candles and sand will not be allowed indoors
o Once the committee is able to get the PA up and running and other
infrastructure in place- the luminary ceremony will commence.
o The gym will remain open for luminary for approx 1 hour.
If anyone has any questions about the inclement weather plan, please contact your
staff partnerSteph Boucher
724-8126 ext 215 office
383-0532- cell
Stephanie.boucher@cancer.org