Thursday, June 7, 2018

Top Considerations For Outdoor Events


The unofficial start of summer has come and gone, which means outdoor events are going to be plentiful for the next few months. Whether it’s an outdoor craft show, a county fair, or a week-long festival, there are a lot of safety issues you need to take into consideration.

With the recent string of terrorist attacks and shootings in the USA and across the globe, people are understandably a bit on edge. As an event planner, you should be too. There are a lot of risks you need to mitigate when you run any event, especially an outdoor one.

You can minimize the risks at your outdoor event by performing a risk assessment survey. This is the easiest way to keep track of all your event risks and come up with a plan to prevent safety issues from happening, and a contingency plan for if they happen anyway.

Start by creating a list of potential hazards at your event. These hazards will largely depend on the type of event you are holding, the number of attendees, the security of the perimeter, and the attendee demographics.

Potential Hazards

·        Severe weather
·        Lightning
·        Strong wind
·        Extreme Heat
·        Extreme Cold
·        Uneven surfaces
·        Vehicle movement
·        Medical emergencies
·        Fire
·        Temporary structures – integrity
·        Crowd behavior
·        Natural physical hazards (hills, rivers, etc)
·        Event perimeter
·        Illegal items entering event grounds
·        Lack of communication
·        Electrical malfunctions

Once you’ve identified the potential hazards at your event, you will need to evaluate each one individually. Take a good look at each hazard and consider all the problems that hazard could cause. For example, think about lightning as a potential hazard. Storms can develop suddenly and without warning. Once you are able to hear thunder, you are at risk from lightning. Lightning may strike attendees or event structures, which can cause fire, structure collapse, and crowd panic.

Evaluate

·        What could go wrong?
·        Who could be hurt?
·        How could they be hurt?
·        How much of a risk does this hazard pose?
·        What can I do to prevent this hazard?

Prevention

Of course your goal will be to prevent these hazards from happening in the first place. Some hazards can be eliminated more easily than others. Some, like the weather, you have no control over save dealing with them when they happen. Luckily there are a lot of steps you can take to reduce the risks of these hazards before your event begins, and even during the event itself.

·        Assign someone to monitor weather during the event
·        Make resources such as misting stations, shaded areas, and more available
·        Ensure wiring is up to code
·        Keep cords and wires covered
·        Mark uneven surfaces
·        Block access to prohibited areas
·        Ensure all temporary structures meet safety requirements
·        Ensure tents are securely tied down
·        Have medical personnel/transport onsite or on call
·        Search bags
·        Install metal detectors
·        Background checks on staff and volunteers
·        Install a PA system
·        Create a text/app system
·        Hire security for event

Contingency Planning

If everything else fails and any of these hazards come to pass, you need to have contingency plans in place. This is all about asking “what if”, then coming up with a plan of what you would do if it were to actually happen. Create an outline of what would be done in the event of an emergency and who would be in charge. Keep the documents handy during your event. Have emergency evacuation plans in place and make sure all staff members are informed about how to execute them.

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