The Metro Children’s Water Festival (MCWF) hosts approximately 2,000 fourth-grade students from across the Twin Cities metro area each fall. Because the festival takes place outdoors, the safety of students, teachers, volunteers, and staff is our highest priority. These guidelines outline the decision-making process and weather-related conditions that may lead to cancellation of the festival.

Key Considerations:

The MCWF Planning Committee will take into account the following when evaluating weather-related risks:

  • Weather alerts issued by the National Weather Service (NWS).
  • Severe weather thresholds and closure/delay protocols from metro area school districts.
  • Road conditions and transportation safety for buses.
  • On-site safety related to lightning, wind, flooding, and temperature extremes.
  • Availability of safe shelter in case of inclement weather.
  • The outdoor nature of the event which increases sensitivity to certain weather conditions
Timeline for Decision-Making:
Timeframe Action
7-10 Days Before One Week Out Meeting: Begin monitoring long-range weather forecasts. Initiate internal discussions with the planning committee if the outlook shows high probability of severe weather.
5 Days Before Friday before the festival: Provide an early advisory email to participating schools, presenters, volunteers, and vendors indicating that weather is being monitored and a decision timeline will follow.
72 Hours Before Review extended forecasts. Evaluate alignment with school district thresholds and potential risks. If significant weather concerns exist, begin scenario planning (e.g., postponement, partial cancellation).
48 Hours Before Monday before the festival: Communicate an update to participating schools, presenters, volunteers, and vendors. Confirm when the final decision will be made.
By 12:00 PM
(noon), 24 Hours Before		 Tuesday before the festival: Make final go/no-go decision. Notify all participating schools, presenters, volunteers, and transportation providers via email, phone, and website/social media. This is the official cancellation deadline.
Day of Event If unexpected severe weather arises before or during the event, the Planning Committee will make a real-time safety decision in consultation with NWS updates and emergency services. Emergency communication protocols will be activated.
Weather Conditions That May Prompt Cancellation:

1. Thunderstorms and Lightning

  • Any forecast of thunderstorms with lightning during festival hours (especially between 8 AM and 3 PM) will trigger strong consideration for cancellation.
  • If lightning is present within 10 miles during the event, activities will be suspended immediately following the 30/30 lightning rule (30-second count to thunder = 30-minute delay).
  • Due to the limited availability of shelter, lightning risk typically necessitates full cancellation.

2. Excessive Rain or Flooding

  • More than 0.5 inch of forecasted rain during festival hours may warrant cancellation due to slippery conditions, equipment hazards, and water quality concerns.
  • Forecasted localized flooding or pooling on Fairgrounds will also be considered.

3. High Winds

  • Sustained winds of 25+ mph, or gusts above 35 mph, may pose risks to tents, signage, and safety.
  • Wind advisories will be evaluated in conjunction with equipment safety and ability to secure materials on site.

4. Temperature Extremes

  • Cold Weather: Forecasted temperatures below 40°F with rain/wind may lead to cancellation due to hypothermia risks, especially with wet clothing during water-based activities.
  • Heat Index: While rare in fall, a heat index above 90°F with high humidity may also necessitate changes or cancellations.

5. Air Quality Alerts

  • Air Quality Index (AQI) of 150 or higher (Unhealthy for sensitive groups or worse) may result in full or partial cancellation, in alignment with school district protocols.

6. School District Weather Closures

  • If multiple metro area school districts delay or cancel classes or field trips due to weather concerns, the MACWF will also cancel, regardless of site-specific conditions.
Communication Plan for Cancellation:
  • Email Notification: Sent to all participating schools, presenters, volunteers, and vendors.
  • Phone Follow-up: Direct calls to all participating schools, presenters, volunteers, and vendors as the Festival Planning Committee determines is necessary.
  • Website/Social Media: Festival Website banner and social media channels will post cancellation notice.
Rescheduling Policy:

Due to venue scheduling and transportation logistics, the MCWF cannot be rescheduled. In the event of a cancellation, schools will be encouraged to use provided digital materials and educator toolkits as alternatives available at www.metrocwf.org/festival.

Final Notes:

We understand the immense effort that goes into coordinating field trips, and the disappointment that weather cancellations may bring. These guidelines area designed to ensure a consistent, transparent, and safety-first approach to decision-making, aligned with school district policies and weather authority guidance.

For questions about these guidelines, please contact the MCWF Planning Committee.