Art on the Street and Event Cancellation Policy
Introduction – Being prepared
Art on the Street is a rain or shine event. We have been incredibly fortunate with weather over the years. However, operating in poor weather conditions poses potential problems and safety concerns for everyone involved in the event. We encourage exhibitors to prepare water-resistant display systems, and require that all tents and display items be properly weighted. Artists should be prepared to take responsibility for their display in all weather conditions – risks include harm to artwork, people and property (see guidelines & agreement). In the event of severe weather such as thunderstorm or high winds, the event may be cancelled for the day due to safety concerns. There are no refunds in the event of any cancellation due to severe weather or circumstances.
When to expect a cancellation:
Before event: if site is deemed unusable or unsafe due to recent catastrophe, e.g., tornado/crime scene/power lines down/unresolved flooding.
Expect notification by: email
Morning of: if Environment Canada issues a tornado warning or other serious weather advisory to stay indoors with no unnecessary travel, due to wind/electrical storms/flooding etc.
Expect notification by: email (7am), in person at your load-in gate (7:30-8:30)
After event is underway: in severe weather conditions such as thunderstorms or high winds, the event may be cancelled partway through the day.
Expect notification by: announcements from staff and volunteers
Weather Conditions Evaluation and Action Chart
This is a rain or shine event. The below guidelines are intended to help exhibitors react and prepare in a variety of poor weather conditions. Please note that cancellation and evacuation decisions are at the discretion of the organizers, and instructions may be given to exhibitors outside of what is indicated on this chart, if deemed necessary for safety reasons.
Not too bad
At ~30kph winds, secure loose objects and prepare to pack up if wind speeds increase. Open tent walls to increase ventilation.
In light rain, event will continue as planned
THUNDERSTORM (Potential for)
Be on the lookout for event organizers, workers and art angels for weather updates. Be ready to secure your tent contents from wind and rain in case of short-notice evacuation to nearby shelter.
After ~35kph, your tent changes from shelter to a hazard. Vent or remove tent walls to allow wind to blow through. Secure or pack away loose items that could be blown away. Prepare tarps, bags and bins in case of rain. If it’s already raining, do the same in case your tent lifts and you need to collapse tent to avoid it blowing away.
In medium rain, event will continue as planned, possibly with some modifications to roving performances and amenities.
THUNDERSTORM (Risk of)
Be on the lookout for event organizers, workers and art angels for weather updates. Secure any tent contents not immediately necessary to continue selling. Be ready to pause operations to secure your tent contents from wind and rain in case of short-notice evacuation to nearby shelter.
Weights will only hold a tent to a certain point. When wind speeds reach ~40 – 50kph (a strong breeze e.g. large branches are in motion, whistling overhead wires, umbrellas difficult to use, plastic garbage cans tip over etc), then all tent walls must be opened to allow the wind to blow through. Empty and lay down any display furniture that could blow over. Adjust legs to lower tent ceiling and remove or loosen top fabric so it behaves less like a sail, or collapse and lay down your tent all together.
In intermittent heavy rain, event will continue with modifications to roving performances and amenities. In prolonged heavy rain forecasted to continue through day, organizers may choose to end event early.
Be on the lookout for event organizers, workers and art angels for weather updates. Secure as much of your tent contents as possible from wind and rain in case of short-notice evacuation to nearby shelter.
When wind speeds approach 50kph (a high wind, near gale, e.g. where whole trees are sometimes in motion, effort to walk against the wind etc.), tents should be shut down and secured on site (not packed into vehicles)
In torrential rain, secure tent and contents, take shelter. Organizers may choose to end event early.
THUNDERSTORM (Forecast on satellite or heard in far distance or warning on Weather Network/Environment Canada)
Make last minute adjustments to secure tent and prepare for notice of evacuation or cancellation
When wind speeds reach ~50 – 60 km/hour (a high wind, near gale, e.g. where whole trees are in motion, effort to walk against the wind etc.), tents should be evacuated. Organizers may choose to end event early, and direct artists to return to commence tear-down once conditions are deemed safe.
THUNDERSTORM (Warning/In progress)
Leave tent and take shelter in nearby businesses or Old Quebec St Mall