Public entities and many businesses in the private sector are increasingly in the business of conducting special events for residents and the general public. There are many reasons for the increase, including enhancing the quality of life for residents, celebrating dates significant to the area, holiday celebrations and more.

Not only is the frequency of events increasing, but also the scope. Typical events — parades, concerts in the park, arts and craft shows and farmers markets — have, in recent years, evolved into the not-so-typical. Examples include hot air balloon shows, wine and food tastings, lawn tractor races and skateboarding competitions.

There also have been changes in the scheduling of these events. In the past, many were held only during the summer season; now they are being held throughout the course of the year (e.g., winter carnivals, etc.).

Special events also range in the degree of entity participation and involvement. Most are still conducted exclusively by the entity. These may also include vendors (serving food, selling souvenirs, fireworks, etc.) and other contractors (e.g., event setup). Others are entirely planned and presented by outside organizations and simply hosted by an entity using its facilities — parks, streets, civic centers, etc.

Advance planning is critical

All special events present unique risk management and safety issues for your entity, so advance planning is critical to the success of any event. It’s important to have an organized process to identify and address exposures and hazards presented by an event. However, because each event will present unique issues, the process will also need to be flexible. It’s important for the process to include a team of departments within your entity and input from other organizations as necessary.

Using a written checklist as you complete the process will ensure all areas are addressed. The checklist also provides documentation for future reference. For events that are conducted annually, it’s a good idea to review safety issues (including accidents and incidents) from prior years and make sure those issues are addressed for current events.

The following are some general areas to consider when planning for special events. While not all-inclusive, this list includes issues that are typical whether your entity is involved in conducting the event or simply hosting.

Premises – Special events typically draw large crowds into parks, onto streets and into other areas. Attention should be focused on ensuring those areas are inspected, including documentation, and all maintenance issues addressed.

• Pay specific attention to slip and fall hazards in all areas the public will access (including parking areas).
• Structures - including tents, stages and other types of temporary structures - should be evaluated, including consideration of occupancy and load capacities.
• For multi-day events, daily premises inspections are recommended and all inspections should be documented.

Crowd control - Processes to evaluate and plan for life safety issues should be in place to address the presence of crowds at the event, including:

• Bleachers - Is there adequate bleacher seating for the anticipated crowd? Do the bleachers meet current safety standards? Are the bleachers inspected both before and during the event?
• Aisles and walkways - Are aisles and walkways adequate for the size of the crowd anticipated? Is there adequate egress from the area in the event of an emergency? Is lighting adequate if any part of the event will be conducted at night?
• Barriers - Are there sufficient barriers in place to keep the participants out of areas where they may be injured?
• General security - Is there adequate security in place to patrol the event area and assist in the event of an emergency evacuation (again, based on the size of the anticipated crowd)?

Your local fire department can be an excellent resource to evaluate and assist with these life safety issues.

Traffic/parking - This goes hand-in-hand with crowd control. Larger events tend to attract a greater amount of traffic in the area of the event. Consider the following:

• Is there adequate control of traffic in and out of the event parking area(s)?
• Do emergency vehicles have easy access in and out of the event area? Does traffic in the area of the event impede the ability of emergency vehicles to respond to emergencies not related to the event?
• How will you handle traffic congestion in the area of the event? You need to address traffic attending the event, as well as traffic in the general area of the event.
• Do you plan to close streets and/or re-route traffic? If so, consider how detours will be managed and communicated to the public.
• If using shuttles to transport participants from remote parking areas, are there proper controls in place for drivers and vehicles (including risk transfer if the shuttle service is contracted)?
• Have you provided adequate security (law enforcement presence, lighting, etc.) in the parking area(s)?

General security issues - It’s critical to include other departments and groups within your organization during the planning process, including:

• Law enforcement - Planning should address the size and scope of the event to ensure adequate security presence; for example, the need for law enforcement will be much greater for a rock concert where thousands are expected to attend versus security needs for a weekly concert in the park.
• Fire department - The fire department can assist with life safety issues and ensure the event adheres to local fire codes, especially if it includes cooking, fireworks, major electrical system requirements, etc.
• Medical providers - Again, the size and type of event, the weather, etc., can be a factor in the number and type of medical providers needed.
• Emergency management agencies - Planning should include the development of an emergency action plan appropriate to the size and scope of the event.

Weather - Is there a process in place to monitor the weather during the event? Is there a plan in place for evacuation? Are facilities provided for participants to take cover during a storm?

Accessibility - All indoor and outdoor sites for special events should be accessible to persons with disabilities. Disability access may include parking, restrooms, pathways, transportation, vendors and booths.

Alcohol - Some events include the sale of alcohol. The planning process should address requirements for a permit by the seller and liquor liability insurance coverage with adequate liability limits.

Lost children - As the size of the event increases, there is a greater chance that children may become separated from their adult supervisors. You may want to provide designated “meet me” locations throughout the venue.

Vendors, contractors, concessionaires - Many events conducted by the entity will include or drink, fireworks, music or other entertainment. Contractors may also be hired to install equipment, erect temporary structures, etc.

Risk management considerations for vendors and subcontractors should include:

• Risk transfer and insurance requirements - Your entity should require Certificates of Insurance (naming your entity as an Additional Insured) from each vendor. Also require adequate liability limits. As the exposures increase, the limit requirements should also increase, e.g., a fireworks contractor should be required to have higher limits than a small music ensemble. You may want to consult with legal counsel or your insurance agent or broker to develop the proper insurance requirements.
• Permits - Vendors should be required to have the proper licenses and/or permits for compliance with local ordinances and regulations; e.g., food vendors should have necessary certifications from the local health inspection agency.

Volunteers - Many entities rely heavily on volunteers for staffing of all areas of events. Volunteers should be adequately trained to handle the many issues that may arise during the event, including emergency evacuations, how to address medical emergencies, etc. You may also require background checks for volunteers who will interact with children or the elderly during the event.

Events supported by outside organizations - Special events coordinated and conducted by entirely outside organizations, but held on entity premises can vary widely — ranging from concerts attended by several thousand to small festivals attended by several hundred. It’s common to require the event organizer to obtain a permit for each event.

The organizer should complete a permit application prior to receiving the permit. In most cases, the permit application process closely mirrors the pre-planning activities for events presented by the entity, thus ensuring that the organization identifies and addresses many of the same safety and risk management issues outlined here.

In addition, it’s critical to address risk transfer in these situations, requiring the organization(s) to provide evidence of insurance coverage and to name the entity as an Additional Insured. Again, the entity should require limits adequate for the exposures presented by the event.

Special events are an important part of the image of every entity. Completing a planning process prior to the event can help control exposures and hazards and be a significant factor in the success of an event.