Adverse Weather Policy

1. Purpose

The purpose of this Adverse Weather Policy is to ensure the safety and wellbeing of all participants, volunteers, and staff involved in Heston Wellness Centre’s chair-yoga classes and related activities. Older adults may be at increased risk during severe weather, and this policy sets out how decisions will be made to protect them.

2. Scope

This policy applies to all chair-yoga classes, workshops, outreach sessions, and any in-person activities delivered by Heston Wellness Centre.

3. Definition of Adverse Weather

Adverse weather may include, but is not limited to:

  • Heavy snow or ice that makes travel unsafe

  • High winds

  • Flooding

  • Extreme heat

  • Severe cold

  • Met Office severe weather warnings (Yellow, Amber, or Red alerts)

4. Decision-Making

  • The class instructor or designated duty manager will assess conditions no later than 3 hours before a scheduled session.

  • Decisions will take into account:

    • Met Office weather warnings

    • Local transport disruptions

    • Road and pavement safety

    • Indoor room temperature suitability

  • Heston Wellness Centre reserves the right to cancel, postpone, or modify classes for safety reasons.

5. Communication With Participants

  • Participants will be notified of any cancellations or changes via:

    • Text message

    • Phone call (for those without mobile access)

    • Email (where applicable)

  • Notice will be given as early as possible, ideally at least 2 hours before class.

  • Updates will also be posted on the charity’s website and/or social media channels.

6. Remote or Alternative Provision

Where possible, the instructor may offer:

  • A short, pre-recorded chair-yoga video

  • A live online session (e.g., Zoom)

  • At-home safety and wellbeing guidance
    These are optional and dependent on the instructor’s ability to safely record or host a session during adverse conditions.

7. Responsibility of Participants

Participants are advised to:

  • Avoid travelling if conditions feel unsafe

  • Wear suitable footwear during winter months

  • Stay hydrated in hot weather

  • Keep their home warm during cold periods

  • Follow any safety advice provided by Heston Wellness Centre

Participants should not attend in-person classes if they feel unsafe travelling, regardless of whether the class is officially cancelled.

8. Venue Safety

If adverse weather affects the venue itself (e.g., power outages, heating issues, slippery entrances, water leaks), Heston Wellness Centre will suspend classes until the environment is deemed safe.

9. Rescheduling and Refunds

  • If a class is cancelled due to weather, Heston Wellness Centre will aim to reschedule the session where feasible.

  • If participants have paid in advance, they will receive either a credit toward a future session or a refund, depending on the charity’s booking policy.

10. Review of Policy

This policy will be reviewed annually or sooner if there are significant changes in operations or risks.