Managing Weather Delays: A Guide for Tournament Directors
When weather threatens your tournament, your communication becomes as important as your schedule. Players who receive clear, timely updates stay calm and trust your leadership — players left in the dark get frustrated and overwhelmed. This guide covers how to use PT's Weather Alert feature and how to communicate effectively throughout a delay.
From your tournament, open the 3-line menu and select Edit Tourney.
Go to the Basic Info section and scroll to the bottom.
Toggle Show Weather Alert to on.
Type your update message into the text box.
Save. Your message immediately appears as a pop-up notification on your public tournament listing.
Weather Alert is found near the bottom of the Basic Info sectionThe alert appears as a pop-up on your public tournament pageNote
Update your weather alert message as conditions change — players always see the most current version when they visit your tournament page.
Communication best practices
Communicate early and often
Over-communication is always better than silence. Even if nothing has changed, a brief update confirming you're monitoring the situation reassures players. Recommended cadence:
Night before (uncertain forecast): Acknowledge the forecast and give a specific time for your next update. Example: "Update (Tues 7:00 PM): We're monitoring tomorrow's forecast. Tournament is on schedule. Next update at 6:30 AM."
First sign of delay: Post immediately when play is suspended. Example: "Update (Tues 8:15 AM CDT): Play suspended due to lightning. All players seek shelter. Next update at 8:45 AM CDT."
During a prolonged delay: Update every 30–45 minutes even if nothing has changed. Example: "Update (Tues 9:15 AM CDT): Courts remain wet. Rain has lightened. Still hopeful to resume. Next update at 10:00 AM CDT."
Cancellation: Make it clear and final. Include what happens next for scheduling, refunds, or credits.
The S.I.N. method — what every update needs
S — Status: What is the current state of play? (e.g., "Play is suspended," "Delayed start," "All matches canceled")
I — Instruction: What should players do right now? (e.g., "Seek shelter," "Stay near the tournament desk")
N — Next update: When will you post again? Always give a specific time — this is the most important part.
Four rules to follow
Be the single source of truth. Direct all players to your tournament webpage for official updates. This prevents rumors and gives players a consistent place to check.
Set a realistic tone. Be optimistic but don't make promises you can't keep. Cautious and accurate beats confident and wrong.
Don't go dark. Silence for hours is the worst thing you can do during a delay. Regular updates show players you're organized and in control.
Give a final decision clearly. When you cancel events, make the announcement definitive and explain what happens next.
Using text messaging during a delay
If you have PT's texting service enabled, it's especially powerful during weather delays:
From the Attendees tab, use the menu button next to a player's name to send a text to an individual player
From Live Console, use the Options tab on a verified event to text all players in that event at once — ideal for venue changes or calling players back to courts
Court Desk automatically texts players when assigned to a court or when their match is ready
Players receive a confirmation text any time a match score is entered
Note
Text messaging is available for US tournaments and select other countries for an additional per-player fee. See Tournament Pricing and Fees in PT for details.
Frequently Asked Questions
Can I update the weather alert after I've posted it?
Yes. Go to Edit Tourney → Basic Info, update the Weather Alert text field, and save. Players will see the updated message immediately.
How do I remove the alert once conditions improve?
Toggle Show Weather Alert off and save. The pop-up will stop appearing on your tournament listing.
What's the fastest way to reach all players during a delay?
Use the Live Console Options tab to text all players in an event instantly. This bypasses the campaign email queue and sends immediately.
