Automated Weather Policies: Stop the Awkward Cancellation Call

There's a 3am moment every captain knows: you check the forecast, see 25-knot winds, and now you have to call customers at 5am to cancel. Or worse — you're on the fence at 15 knots and don't know whether to call it.

Automated weather policies take the guesswork and awkwardness out of cancellations.

The Problem with Manual Cancellations

Every weather cancellation involves:

1. Checking the forecast (often multiple times)
2. Making a judgment call on borderline conditions
3. Contacting each customer individually
4. Explaining the situation and discussing options
5. Processing refunds or rescheduling
6. Dealing with disappointed (sometimes angry) customers

And if you don't have a clear policy? Every cancellation becomes a negotiation about refunds.

How Automated Policies Work

The concept is simple: you set weather thresholds, and the system handles the rest.

Setting the Right Thresholds

Your thresholds should reflect your actual operating limits, not the most conservative possible conditions. Consider:

Wind Speed

• Inshore charters: Many operators cancel at 20-25+ knots sustained
• Offshore charters: Lower thresholds, often 15-20 knots depending on seas
• Bay/harbor cruises: May operate in higher winds than open-water trips

Wave Height

• Small boats (< 25ft): 3-4 foot seas are typically the limit
• Larger boats (25-40ft): May handle 4-6 foot seas
• Consider swell period — 4-foot seas at 12-second period are very different from 4-foot seas at 6 seconds

Other Conditions

• Lightning: Any lightning within a defined radius
• Visibility: Fog that makes navigation unsafe
• Small craft advisories: Many operators automatically cancel when NWS issues these

What Your Policy Should Cover

A good weather cancellation policy addresses:

1. When the Decision Is Made

• How far in advance do you make the call?
• Do you check forecast the night before? Morning of?
• What if conditions change after the decision?

2. What Customers Get

• Full refund? Credit? Rescheduling only?
• Is there a difference between "we cancelled" vs "you cancelled due to forecast"?
• What about partial-day cancellations (morning weather clears by afternoon)?

3. Who Makes the Call

• Is it automatic based on thresholds?
• Does the captain have override authority?
• What about borderline conditions?

The Customer Experience

Customers actually prefer clear automated policies because:

• No ambiguity: They know exactly what happens in bad weather before they book
• Fair treatment: Same policy applies to everyone
• Quick resolution: No waiting for a callback to know their options
• Trust: A stated policy suggests a professional operation

Example Policy Statement

"If sustained winds exceed 20 knots or seas exceed 4 feet on the morning of your trip, we'll automatically cancel and offer a full refund or free rescheduling. You'll be notified by 5:00 AM via text and email."

This is clear, fair, and removes all ambiguity.

Handling Borderline Days

The hardest days aren't the obvious cancellations — they're the "maybe" days. Here's how good policies handle them:

• Split the threshold: "Above 25 knots = auto-cancel. 20-25 knots = captain's discretion, we'll notify you by 5am."
• Offer the choice: On borderline days, some operators let customers decide: go out in choppy conditions or reschedule without penalty.
• Be consistent: Whatever you decide on borderline days, apply it uniformly. Customers talk to each other.

Protecting Your Revenue

Weather cancellations hurt — you've blocked the day, prepped the boat, maybe bought bait. A good system protects you too:

• Reschedule-first policy: Encourage rescheduling over refunds (you keep the booking)
• Season-appropriate flexibility: During peak season, rescheduling is easy. Off-season, refunds may be more fair.
• Credit expiration: If you offer credits, set reasonable expiration dates

The goal isn't eliminating weather cancellations — that's impossible. The goal is handling them so professionally that customers book again next season.