Event Cancellations
No event organiser ever wants to cancel an event, but we recently had to do just that. It got me thinking about why events get cancelled and what this can mean for both organisers and participants.
We rarely cancel our events (except for the enforced cancellations during Covid times of course), but it still happens from time-to-time. It’s not that we are simply mean (honest) and want our participants to suffer all manner of extreme weather conditions or other unpleasantness, and, it’s not because we want to keep your money either.
Quite honestly, it’s a pain for us and we don’t want to disappoint you! However, sometimes it’s unavoidable. In our case the cause is usually low entry numbers for what are small events or weather conditions that would make it unsafe to travel and/or for the event to run.
Low numbers generally don’t bother us either as we aren’t in this to make a big wedge of cash (although, if you have some spare send it our way!). The main issue with low numbers is the effort-to-competitor ratio (This is something I just made up). What I mean by this is how long it takes to do all the background work like managing the web page, social medial, sending out race info, creating the start lists, setting up the course etc. and how many volunteers/volunteer hours it takes to actually deliver the event itself. There is post-race take-down and sorting the result too of course.
Whilst it still takes a big chunk out of our weekend most of our monthly events are not too labour-intensive. If you are looking at something like the Enduro duathlons at High Lodge or Stradbroke Triathlon however…
When we talk about weather, it’s largely wind that might cause the biggest issues for us. That’s probably because a lot of our events take place in the forest with the risk of flying branches and so on or on exposed roads.
When we cancelled the second of our winter duathlon series events recently, it was mainly about the wind. Travelling for both volunteers and competitors could have been risky, especially as many travel a fair distance. There could have flying debris during the events and we had visions of small children being blown clean off their bikes by the near 50mph gusts!
A big thanks to everyone who had entered the October event for your understanding.
For organisers of larger events it must be challenging at times. Do you cancel the swim because it’s a bit choppy and revert to a duathlon? Do you shorten the event if it’s freezing cold? Do you try and move the event to a new date? When do you make the decision? Will your participants be happy with the decision you made and can they make any revised date? Do you offer a transfer or full refund?
Our events are super small but when you look at something like an Ironman it’s huge. Several events have been modified or cancelled this year such as IM Barcelona. Whilst this must have been very disappointing for all involved it did seem the right call given the atrocious conditions and post-apocalyptic scene on race day. I feel sorry for the athletes that had trained hard for it but they will hopefully get another chance next year (In Barcelona or elsewhere). I don’t feel too sorry for Ironman as they are a mega-corporation who can absorb this I’m sure!
I guess the middle-sized events have the most to lose with higher running costs and smaller margins. It might only take one or two cancellations to put an organiser at increased risk financially or potentially even in terms of reputation. That’s where well-reasoned decision-making and decent event insurance is needed.
There’s no doubt cancellations could create extra stress and a lot of extra work. For participants it might mean a wasted journey and money spent on travel/hotels you can’t recoup even if the organiser has a fair transfer/refund policy.
That’s life though and we will keep coming back for more I’m sure!
Iain