Outdoor gathering decision and fallback log
Before the event, record the confirmed outdoor plan and a realistic fallback. Set a decision owner and a check-in time that leaves participants time to change their travel arrangements. Use the relevant official weather and venue updates when making the actual decision. This worksheet organises the decision process; it does not predict weather or define a safety threshold.
How to use it
- Confirm that the fallback can actually be used; record any deadline or booking condition.
- Choose a decision owner, a check-in time and the information to consult.
- Record the decision once, then send the same updated arrangement through the agreed group channel.
Worksheet preview
| Decision item | Confirmed detail | Owner | Check or deadline | Final decision |
|---|---|---|---|---|
| Outdoor plan | ||||
| Fallback option | ||||
| Weather information | Use relevant official updates. | |||
| Venue information | Check current opening or closure notices. | |||
| Travel change | ||||
| Group notification |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
A fallback must be practical
An indoor room that has not been confirmed is not a ready fallback. Record whether a booking exists, who holds its details and what can be changed. A postponement or cancellation can be a valid fallback when a suitable alternative is unavailable.
Give everyone the same final message
The decision message should state whether the event proceeds, its place and time, and who participants can contact. Replace an earlier pinned message where possible. Avoid asking every participant to interpret different screenshots or forecast fragments independently.
Explore locations
Check the Hong Kong Observatory weather dashboard
Continue planning
- Write a clear group arrival message
Put the address, entrance, meeting time and contact route into one usable message.
- A gathering run sheet
Coordinate setup, activities and handover with timings and clear responsibilities.
- Compare venue quotes
Compare charging basis, minimums, extras and deposits for the same event.