Weather & Game Cancellations Policy

Purpose

This policy outlines how Urban Rec assesses weather conditions, communicates cancellations and manages games affected by adverse weather.
Player safety is always our priority. While we do our best to play whenever possible, games may be postponed or cancelled where conditions are considered unsafe.

Communication & Weather Calls

Unless advised otherwise, teams should assume games are proceeding as scheduled.
If games are cancelled, Urban Rec will notify affected participants by email.
Weather decisions are not communicated via phone, text message or social media.

Standard Evening Leagues

First Call – 4:00pm
Urban Rec assesses:

  • Weather forecasts and current conditions
  • Venue closures
  • Field and court conditions
  • Player safety risks

Final Call – Approximately 15 Minutes Before Game Time
If conditions change after the initial decision, on-site staff will conduct a final assessment when they arrive at the venue.

Rolling Calls During Play
If conditions deteriorate during games, the League Host may pause or cancel play at any time if they believe conditions are unsafe.
If games are cancelled during the evening, any remaining scheduled games may also be cancelled.

Sunday Afternoon Leagues

  • First Call: Approximately 2 hours Before Game Time
  • Final Call:Approximately 15 Minutes Before Game Time
  • Rolling Calls: During play and onwards by on-site staff
Weather Conditions

RAIN

Urban Rec will generally play in wet weather provided conditions remain safe.
Factors considered include:

  • Surface grip and traction
  • Surface water levels
  • Rain intensity
  • Visibility
  • Venue closures

As a general guide:

  • Indoor leagues will proceed unless the playing surface becomes unsafe.
  • Outdoor all-weather surfaces will generally play in rain.
  • Outdoor grass fields and courts may be cancelled if conditions are unsafe or venues are closed.

Games may be paused or cancelled if rain becomes excessively heavy during play.

LIGHTNING & HAIL
Urban Rec applies the recognised 30/30 lightning safety rule.

If the time between seeing lightning and hearing thunder is 30 seconds or less, play will be paused and participants must seek shelter.

Games may resume 30 minutes after the last observed lightning strike or thunder event.

If hail occurs during play, games will be paused or cancelled immediately.

Indoor leagues will generally continue unless venue conditions become unsafe.

HEAT
Temperature assessments are based on conditions at game time, not daytime maximum temperatures.

As a general guide:

  • Above 35°C: Additional breaks may be introduced.
  • Above 37°C: Games may be cancelled.

Urban Rec may cancel games at lower temperatures where humidity, radiant heat, poor ventilation or surface conditions create additional risk.
Participants are responsible for bringing adequate water and managing their own hydration.

If Your Team Chooses Not To Play

If Urban Rec determines that games can proceed safely and a team chooses not to participate, the match may be treated as a forfeit or default in accordance with the Forfeit & Default Policy.

Participant Responsibility

While Urban Rec takes reasonable steps to assess and manage risk, participants remain responsible for their own wellbeing.
If at any time you feel unsafe, unwell or unable to continue playing, you should stop participating and notify the League Host.
No participant is required to continue playing if they believe doing so would put their health or safety at risk.

Rescheduling Cancelled Games

Where possible, Urban Rec will attempt to reschedule cancelled games.

This may result in:

  • Additional season weeks;
  • Double-header fixtures; or
  • Adjustments to the published schedule.

While we will always attempt to provide all scheduled games, venue availability and operational constraints may occasionally prevent a cancelled game from being replayed.

Rescheduling decisions will be made on a case-by-case basis with the overall member experience as the primary consideration.

Cancelled games are not automatically eligible for refunds.

Related Policies

This policy should be read in conjunction with:

  • Forfeit & Default Policy
  • Code of Conduct
  • Insurance & Injury Policy

Review

Approved By: Urban Rec Management Team
Last Updated: June 2026
Next Review Date: June 2027