One of the realities, when you conduct Tours or Activities outside, is that some days Mother Nature is going to decide that you don't really need that revenue. Yes, whether it is rain, scorching heat, or even snow - if you operate anywhere but indoors, the day is coming when you're going to have to deal with inclement weather.
If you're in situation where you need to cancel an event due to weather we recommend that you take the time to call your guests. Not only is this the more professioanl approach, it also allows your guests to ask you any questions. If you need to give them a rain check or reschedule them you can do this while you have them on the phone.
In addition to calling your guests we also highly recommend that you send them an email. In GoDo you can simply select 'Email All Guests' from the manifest and then send them the email letting them know about the change due to weather. For all guests who receive a rain check, GoDo will automatically send them an email letting them know. The same goes for rescheduling guests. If you reschedule a guest to a different event or date GoDo will automatically send your guest an email making them aware and confirming them of the situation.
You always want to notify your guides of any change to their schedule because of bad weather. The last thing you want is a guide already at the starting location, only to find out they're no longer working. We find that happy guides make the best guides. So, make sure you give them plenty of time to adjust their schedule and find something else to do with their day/night.
Many tour and activity companies will still conduct their events if it is raining. Of course, it depends on how bad it is raining - and whether or not there is lighting in the area. Your guests' safety is surely our first priority. And you don't want a bad review online from someone who felt compelled to take a tour while it is raining bad or lightening.
If you're doing walking tours, simply encourage your guests to bring an umbrella. If you're dealing with a light rain and umbrella is more than adequate to give your guests comfort during the rain shower.
If you are going to have to cancel your events because of rain make sure that you give your guests plenty of warning. We recommend at least a 2-hour warning. This gives your guests plenty of time to find something different to do. It also ensures that they don't start making their way to your starting location only to get a call telling them that the event is cancelled due to rain. You also have to think of your guides/event leaders. Don't keep them waiting until the last minute to find out if they are working or not.
Another reason you may have to cancel your event is because of a heat wave. Nobody wants to be uncomfortable from scorching heat. It is hard to find an experience enjoyable if you're so hot that you're craving air conditioning and a cold drink.
If you're conducing your event in the middle of the day, try moving your event to the cooler hours of the evening and early morning. As a matter of fact, many Tour Companies in the South purposefully don't schedule tours from 11am - 4pm. If you do have to cancel an event due to heat this approach is certainly worth trying. It is a better option than making your guests feel like they have to attend the event in the heat. It is also a better option for your company. It isn't ideal to refund all of the revenue an event would bring it, so, if you can do something to avoid doing so you should.
There is a reason they're called Rain checks! Right now, GoDo is the only tour/activity operator software that allows you to easily turn your guests into Rain Checks. This means that you can manage all of your guests wtih ease.
Our Rain Check feature is available to all clients. It only takes 2 clicks to turn a ticket or booking into a Rain Check. Then, when that guest calls back to reschedule their event it only takes 2 clicks to take them out of Rain Check status and add them to a future event.
No longer do companies have to do work-arounds and hacks to avoid giving refunds, or to save a guests for a future date. Simply turn their booking into a Rain Check with GoDo - Problem solved!