How to Communicate Weather Delays at Your Pickleball Tournament

For any outdoor event, inclement weather can significantly impact its success. When weather becomes a factor, your communication is just as important as the schedule itself. Players, parents, and fans are looking for one thing: a single, reliable source of truth.

Silence creates anxiety and confusion. Clear, regular updates build trust and keep everyone aligned. Below, we’ll break down best practices, communication tools, and pro tips for handling weather delays at your tournament.

Rule #1: Communicate Early, Communicate Often

Over-communication is always better than leaving players guessing. Even if you don’t have new information, a quick update confirming that you’re monitoring the situation is valuable.

Recommended Update Cadence

The Night Before / Early Morning
If the forecast looks uncertain (e.g., a 60% chance of rain at 8:00 AM), post a message the night before.

Example:
“Update (Tues, 7:00 PM): We are actively monitoring the forecast for tomorrow morning. As of now, the tournament is scheduled to run on time. Please check back here at 6:30 AM for our next official update.”

First Sign of a Delay
The moment you suspend play, post an alert immediately.

Example:
“Update (Tues, 8:15 AM CDT): Play is currently suspended due to lightning in the area. All players, please seek shelter. Our next update will be in 30 minutes, at 8:45 AM CDT.”

During a Prolonged Delay
This is the most critical period. Update every 30–45 minutes, even if there’s no change. This prevents dozens of players from asking individually.

Example (if nothing has changed):
“Update (Tues, 9:15 AM CDT): Courts remain wet. The rain has lightened, and we are still hopeful to resume play. We will continue to monitor conditions and provide the next update at 10:00 AM CDT.”

What to Include in Every Update: The “S.I.N.” Method

A good update is clear, concise, and answers three key questions:

• S – Status: What’s the current state of the tournament? (e.g., “Play is suspended,” “Delayed start,” “All matches canceled for the day.”)

• I – Instruction: What should players do right now? (e.g., “Seek shelter,” “Stay near the desk,” “Do not head to the courts.”)

• N – Next Update: When will the next official update be posted? Always give a specific time.

Putting It All Together (Example)

“(S) Update as of 10:00 AM CDT: All matches are still in a weather delay due to wet courts. (I) Please remain off the courts as our team works to dry them. (N) Our next official update will be posted here at 10:45 AM CDT. Thank you for your patience.”

Pro-Tips for Great Communication

• Be the Single Source of Truth
  Direct all players to your tournament webpage for official updates. This prevents rumors from spreading.

• Set a Realistic Tone
  Be optimistic but avoid promises you can’t keep. It’s better to be cautious and accurate than overly confident.

• Don’t Go Dark
  The worst thing you can do during a delay is say nothing for hours. Regular updates show players you’re organized and actively managing the situation.

• Provide a Final Decision
  If you cancel play for the day, make it clear and final. Provide details on next steps—schedule, refunds, or credits.

Example:
“Update (Tues, 1:30 PM CDT): Unfortunately, due to the persistent rain and court conditions, all remaining matches for Tuesday, September 9th, have been canceled. We will email all affected players this evening with details on tomorrow’s revised schedule.”

Using the Weather Alert Feature

PickleballTournaments.com makes it easy to keep participants informed. Under Edit Tourney > Basic Info, you’ll find the Weather Alert option. Toggle it on, type your message, and it will instantly display as a pop-up notification on your tournament’s public listing.

Pro Tip: Send an email to players one week before your tournament to let them know where to find these alerts. You can also turn on the alert option in advance so that visitors see it’s active.

Text Messaging for Quick Communication

PickleballTournaments.com also offers a text messaging feature (available in the U.S. and select countries, with a per-player fee). This tool allows you to:

• Send a direct text to individual players from the Attendee’s Tab.

• Send a text blast to all players in an event via the Live Console once the event is verified.

• Automatically text players when:

  • They are placed in the queue (match ready to start).

  • They are assigned to a court.

  • A match score is entered.

This ensures players never miss critical updates, from weather delays to match notifications.

Final Thoughts

With proper planning and the right tools, weather delays don’t have to turn into chaos. By communicating early, updating often, and using both pop-up alerts and text messaging, you can keep your players informed, calm, and confident throughout the tournament. When weather strikes, remember: silence breeds confusion, but clarity builds trust.

Ready to put these strategies into action?
Start planning your next tournament today using PickleballTournaments.com. With built-in communication tools and live update features, you’ll have everything you need to keep players informed no matter what the forecast brings.