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The message below is intended to be sent either the day before or the morning of a scheduled after-school sports class. This message would be triggered when we have some inclement weather in the forecast for the general time/area in which class is scheduled to be held but, not enough of a threat or certainty to determine one way or another if class will be held or not. Here is an example:
- A class is scheduled to be held on a Wednesday afternoon @ 3:30 PM at a school. It is an outdoor class with our previously established understanding that there is not a suitable indoor solution. AKA- Class either happens outdoors or it can’t be conducted.
- On either Tuesday afternoon or Wednesday morning (we will say prior to 10:00 AM) a Leadership Team member sees a forecast calling for inclement weather but it isn’t guaranteed to happen in every part of the region during the time of our 3:30 PM Wednesday class (think spotty pop-up showers) or the timing of a specific band of incoming weather isn’t positive (think, huge western storm system moving in that will 100% bring rain but there is uncertainty as to when it will actually hit).
- Instead of making a definitive decision on weather to hold or cancel class, Leadership Staff decides to “continue to monitor the situation and make a decision by 12:30 PM (our standard and stated time to trigger a weather related after-school sports Welcome Email Template in the Weather Cancellation Section)
- These factors would be a situation in which we would send use the below template to send out an email from info@junctionplacesportsplex.com
Hello,
This is Team JPLEX, provider of (INSERT NAME OF SCHOOL AND CLASS OF APPROPRIATE AFTER-SCHOOL SPORTS PROGRAM HERE). We are reaching out to let you know that we are aware of the potential for inclement weather during our (INSERT TIME/ CLASS AND SCHOOL NAME HERE) program.
A final decision as to if we will move forward as scheduled or cancel the class has not been confirmed. We will continue to monitor the forecast and make a decision by 12:30 PM on (INSERT DAY CLASS IS SCHEDULED TO BE HELD).
If a decision is made to cancel, we will
- Relay decision via email from info@junctionplacesportsplex.com with request you reply "got it"
- If no reply via email, between 1:30 & 2:00 parents/guardians will get a text message from 504-356-1812
- Phone calls will be made if we have not received a confirmation of your receipt after email/text (we will only text/call you IF the decision was to CANCEL and IF we haven't received that confirmed "got it" email)
Thank you in advance for your understanding and patience. We will be in touch soon.
-Team JPLEX