Identify weather-dependent activities
Mark outdoor receptions, walking appointments or other optional activities that may need review. Ask the organiser which alternative arrangements it can provide. The protection provider should know which parts of the programme are confirmed indoors and which depend on a decision that has not yet been made. Include the contact who will announce the decision, so different versions of the programme do not circulate among supporting staff.
Name the programme decision maker
The client or organiser should decide whether an activity is changed or cancelled within its responsibilities. Tell the provider who will communicate that decision and when. Avoid several team members issuing different destination updates, especially when the chauffeur and accompanying professional are booked through separate contacts. If a host sends an update directly to the guest, ask the authorised coordinator to pass on the complete revised instruction.
Request revised availability
A change of venue or an extended indoor programme can affect personnel hours and vehicle arrangements. Send the full revised location and timing, then ask for confirmation. The original booking should not be treated as automatic acceptance of any new activity simply because the change was prompted by the weather. Check whether the new venue has confirmed accompaniment arrangements, since the original venue’s permission does not automatically apply elsewhere.
Keep charges transparent
Use the agreed booking terms for any cancellation or rescheduling question rather than assuming a weather exception. Additional accepted guard hours are priced from the published CHF65 hourly rate per guard, while transport remains separate. Obtain a clear updated confirmation so the client can understand the revised scope and commercial position. An updated schedule should also identify any activity removed from the original programme so the team does not continue expecting it.