As someone who’s worked in the world of airshows for years, I’ve seen firsthand the incredible passion that goes into these events. From the pilots fine-tuning their aircraft to the families eagerly awaiting the thrilling displays in the sky, the energy is palpable. But with that excitement comes the unpredictability of weather, and no one understands the frustration of a weather delay more than the organizers and performers who live and breathe these events.
When the skies turn from blue to gray, organizers carefully consider and make the hard decision to reschedule or delay an airshow. In these moments, it’s essential to remember that above all, safety must be our top priority. Delaying a show may disappoint in the moment, but prioritizing the well-being of everyone involved—performers, staff, and attendees—builds long-term trust within the community.
Understanding the Decision to Delay
When an airshow faces severe weather, as we recently experienced with Hurricane Helene, the decision to delay by 24 hours isn’t just about inconvenience. High winds, low visibility, and the FAA’s stringent safety regulations can make flying dangerous, not only for the pilots but for everyone on the ground. This is where empathy comes into play. As organizers, we understand the audience’s anticipation, the carefully made plans, and the logistics that come with attending a show. We’re not simply moving the event to another day to avoid rain—we’re safeguarding lives, ensuring a smooth and enjoyable experience for all.
Delays also give us a chance to preserve the quality of the show. Let’s face it: watching pilots perform in poor weather conditions doesn’t just compromise safety, it dulls the excitement. By pushing the event to a time when skies are clearer and visibility is better, we’re allowing the performers to truly shine, ensuring attendees get the breathtaking experience they deserve.
Communicating with Transparency and Empathy
One of the most important lessons I’ve learned is that communication is everything during a reschedule. People can handle delays when they understand why they’re happening. That’s why I always recommend being transparent, straightforward, and, above all, empathetic when communicating these changes.
Whether it’s an email sent to ticket holders or a social media update, the tone matters. A calm, professional voice paired with a touch of humanity goes a long way in these moments. Acknowledge the disappointment people may be feeling, and then reassure them that the change is for the better—both for their safety and the overall quality of the experience.
Address all the logistical concerns upfront: reschedule the event, explain how tickets will be honored, and outline the steps you are taking to ensure everyone’s well-being. Keep lines of communication open, and update regularly as the event day draws closer.
It is also imperative to be consistent in communication. This applies to sharing your logistical plan with all parties involved in putting on your event, as well as to the content of your messaging to attendees. Miscommunication in a time such as this can quickly alter the attendee experience.
And don’t forget the personal touch! A thank you to your audience for their patience and understanding not only acknowledges their support but also strengthens the bond between the event and its community. It’s a small gesture that helps build trust and shows that you truly care.
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Balancing the Business with the Experience
As event organizers, we all know the financial strain that rescheduling an airshow can cause. Vendors, sponsors, and performers all rely on a smooth event day. But in these moments, it’s crucial to maintain a balance between business needs and the attendee experience. Personally reaching out to sponsors to inform them and build their confidence in your ability to manage the change preserves those important relationships. Many sponsors, too, are invested in the safety of the event—having a clear rescheduling plan reassures them that they’ve partnered with professionals who have everything under control.
It’s also important to think of the attendees beyond just the moment of the reschedule. How can you make the new event day even better? How will you ensure attendees leave with a pleasant lasting impression of your event? What additional value can you provide, such as extended meet-and-greets with performers or enhanced onsite experiences? These small changes can leave a lasting positive impression.
Weather Delays: Safety First, Trust Always
At the end of the day, rescheduling an airshow due to weather is one of the toughest calls for event organizers. But it’s also one of the most important. By handling the decision with care, transparency, and empathy, you can ensure your audience understands and appreciates your prioritization of safety.
Communicating clearly and maintaining a focus on both safety and experience for everyone’s immediate well-being fosters lasting trust long after the skies clear. In this business, that trust is everything.
