Weather Delay and
Cancellation Policy

FIRST LEGO League events in Virginia and Washington, D.C. prioritize the safety of all participants, volunteers, coaches, and families. Because winter weather can vary widely across our region, the following policy outlines how decisions will be made and communicated when snow or hazardous conditions may affect an event.

If looking for event-specific details regarding the status of an event, please check with your Tournament Director. Families should rely on communication from their team coach for final instructions and updates.

1. Decision-Making Factors

Event leadership will evaluate:

  • Local and regional weather forecasts (snow, ice, temperature, and wind conditions)
  • Road conditions and travel advisories
  • School district and host-site policies
  • Parking lot, sidewalk, and facility safety
  • Availability of essential event staff and volunteers
  • Timing and anticipated duration of the weather event

2. Possible Outcomes

Depending on conditions, one of the following decisions will be made:

A. Proceed as Scheduled

If conditions are safe and the venue remains open, the event will run as planned.

B. Delayed Start

A delayed start may be used if additional time is needed for roads or the venue to become safe.

  • Teams will be notified of the adjusted check-in and start times.
  • Judging and robot game schedules may be modified to ensure fairness and keep the event on track.

C. Cancelled Event

If conditions are unsafe or the venue closes, the event may be cancelled.

  • Whenever possible, the event will be rescheduled, but this is not guaranteed.
  • If rescheduling is not possible, advancement decisions (if applicable) will be determined by the Virginia–DC FIRST LEGO League Region and communicated to affected teams.

3. Communication Procedures

FIRST LEGO League Virginia & DC will communicate decisions through:

  • Email to coaches (primary and secondary contacts listed in the Team Dashboard)
  • Posting on va-dcfll.org/calendar
  • Direct communication from the event’s tournament director or volunteer coordinator

Families should rely on communication from their coach for final instructions and updates.

4. Timing of Notifications

We strive to make decisions as early as possible. In most cases:

  • Evening before the event: If forecasts clearly indicate unsafe conditions
  • Early morning of the event (by 6:00 AM): When weather conditions are uncertain or rapidly changing

Events hosted at K–12 schools or universities may follow the host institution’s weather closure policy, which may require shorter notice.

5. Team Expectations

  • Coaches are responsible for monitoring email and checking event updates.
  • Families should use their own discretion when traveling; no team will be penalized if they decide it is unsafe to travel, even if the event proceeds.
  • Teams unable to attend due to weather should notify the event director as soon as possible.

6. Refunds & Fees

Because event costs are incurred in advance:

  • Registration fees are non-refundable in the case of weather-related cancellation.
  • If an event is rescheduled and a team cannot attend, fees cannot be transferred to another event.

7. Volunteer Procedures

Volunteers should follow the same communication channels as teams.
If a volunteer is unable to travel safely, they should notify the volunteer coordinator as soon as possible. Efforts will be made to reassign roles to keep the event operating smoothly and safely.

8. Commitment to Safety

Our region’s priority is the safety of students, families, volunteers, and staff. We appreciate your understanding and flexibility as we navigate winter weather challenges while providing a positive, fair experience for all teams.