Outdoor Events 83

TOPIC 6:
Outdoor Events
Outdoor venues can be ideal settings for fairs and concerts, allowing you to enjoy the weather and
host a larger crowd than at a typical indoor facility. However, outdoor events pose special safety
challenges, in part because they lend themselves to large crowds, and also because you face
weather and hygiene issues by being out in the elements. Creating a safety plan and taking basic
precautions can help to ensure that your outdoor event is a success. There are for elements that are
of the utmost importance when it comes to outdoor events:

Weather
Food Safety
Safety

Structural
Crowd Safety
safety
Outdoor Events

Crowd Safety
If your outdoor event is successful, you must ensure that the venue is not overcrowded, and that the
exits are accessible and clearly marked. If there is a risk of overcrowding, limit admission by
determining a safe number of attendees, counting people as they enter, and restricting entry when
the area becomes too full. Plan spaces for sub-events to allow sufficient space for acts or activities
that you anticipate will be popular, and use strategies such as staggered entry times to prevent too
many people from rushing in at once.

Food Safety
If vendors will be serving food at your outdoor event, work with your local health department to
ensure that all booths are safe, clean, and compliant. Food booths should be covered by canopies to
minimize contamination by rain and animal droppings. All food and packaging materials should be
kept up off the ground. Food should be kept covered to restrict contact with airborne particles,
especially on windy days. Install gravity-flow hand washing stations at all food preparation and food
service sites.

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 84 Outdoor Events

Weather Safety
Weather can present special safety hazards at outdoor events. Make sure that tents are adequately
weighted or staked to prevent them from lifting off the ground, even if the weather doesn't seem
windy. Most insurance companies that insure outdoor events require that vendors keep 25 pounds
of weight on each canopy leg. This is an important guideline to follow, whether or not you're
working with an insurance company. In case of especially severe or dangerous weather, such as
lightning storms, consider cancelling your outdoor event.

Structural Safety
Outdoor events usually use temporary structures such as tents and canopies. The temporary nature
of these structures makes them flimsier than permanent building and therefore more prone to
collapse, especially if they are stressed by severe weather or crowds. Temporary stages can also
present potential hazards because they tend to bear plenty of weight. Work with a qualified
engineer to ensure that the structures for your outdoor event are sufficiently stable and safe.

EVENT CONCERNS
Parade Weather
Safety of stage and podium
Crowd control
Traffic control
Communications
Electrical usage
Festivals and Fairs Weather
Alcohol
Pyrotechnic devices
Safety of stage and podium
Crowd control/ Traffic control
Communications
Electrical usage
Food and beverage
Outdoor graduations and other educational Weather
events Crowd control
Safety of stage, including railing and steps
Walking paths to stage
Electrical usage
Communications
Alcohol/drugs
Political rallies Weather
Safety of stage and podium
Crowd control /Traffic control
Relationship to law enforcement
Communications
Electrical usage
Demonstrations Safety of stage and podium
Crowd control
Traffic control
Communications
Electrical
Firearms/weapons
Figure 6.1 Typical Outdoor Events
 Outdoor Events 85

Stage/Building Construction

Events are transitory in nature, thus much event construction is temporary. For example, many
outdoor events will require the building of a stage that will be demolished after the meeting,
festival, or performance. Event risk managers should have a checklist of stage construction issues
and must carefully review the Occupational Safety and Health Administration (OSHA) requirements
as well as check with local building codes. Monona Rossol, president of Arts, Crafts, and Theater
Safety (ACTS) and a noted author, has stated (personal communication, 2001):

The OSHA regs and the building codes are your guides. Your artistic designs must fit
into these. For example, the only variance a stage has from OSHA fall protection
regulations is at the front lip. All other potential falls of 4 or more feet must be
guarded with rails, nets, or barriers when “non constructions workers” such as actors
or the general public have access to the area. This is a requirement of the OSHA
General Industry Standards.

During the stage construction/demolition, the area comes under the OSHA
construction standards. (At this time, only construction workers can be present and
they must be prevented from falling 6 feet or more by fall protection systems or
guards.) The guardrails must meet the OSHA (Construction) Standards. The same
with rails for the stairs leading to the stage. And if the pit or any design element does
not meet these requirements, the designer should get a variance.

Rossol also reminds event risk managers that stage construction is a form of light construction.
Event risk managers should make sure that they consult experts in the field such as riggers and
industrial engineers.

Event risk managers should always keep in mind that construction codes and regulations are
subject to change. Event risk managers must be aware of the most current building codes for stages
used at events, the types of electrical precautions that need to be taken, and what the regulations
and codes say about the amount of weight that a stage can support. To fail to take these
precautions may cause harm or death and could result in litigation.

It is dangerous for event risk managers to pretend they know more than they do about
design and construction. Whenever one is engaging in event temporary building construction, there
are multiple risks that must be addressed. For example, are the people using the construction tools
safe from electrical shocks, injury, or electrocution? From what type of materials are ladders made?
The risk manager will not want people engaged in lighting to use metal ladders. It is important to
hold a briefing with people who are doing such work. Never assume that the person involved in
lighting/stage construction is a full-time professional. Always remind workers that they should never
touch a bare wire or place a cold drink next to an electrical device. Even buildings, which are
designed to last, need periodic checkups. Temporary constructions such as stages are even more
precarious. Make sure that all electrical components are checked daily. Take the time to inspect the
construction of the stage. Are there cracks that were not there the day before? Is sagging
occurring? Do handrails appear loose? When not in use, have all the electrical plugs been
disconnected?

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 86 Outdoor Events

Event risk manager should ask these questions whenever a stage is involved:

 Are flammable materials being used?

 Are there areas that may cause a slip, a fall, or tripping?
 Where are garbage and other wastes stored?
 Where are tools stored?
 Is the stage strong enough to support the weight of both the props and the
actors/speakers/guests/band?
 Do the stage and stairs have rails?
 Are the edges of the stairs clearly marked with glow-in-the-dark tape?
 Is the space under the stage secure to prevent or reduce access by persons who could be
injured?

Pyrotechnic Safety
Many events use pyrotechnic materials to provide spectacular
effects. Because these devices are designed to burn and explode,
they add an element of risk to the safety of the performers, the
stage crew, and the audience. People might suffer some form of
pyrotechnic injury, ranging from minor burns to blindness. Event
when handled properly, there is always an element of risk
involved.

These devices are no longer used simply to celebrate national

holidays around the world. Events such as the dawn of the New
Year, independence day, entertainment spectacles, political
rallies, and festivals all use pyrotechnic devices to ad a sense of
excitement and drama to the “show.”

Event risk managers should make certain that the pyrotechnics used have been purchased from
reliable companies. The risk manager will want to ensure that the pyrotechnic is clearly labelled and
that it has not been stored for longer periods of time than recommended by the manufacturer.
These devices should never be used around flammable areas. For example, avoid dry grassy areas.
A simple rule to remember is that fireworks (pyrotechnics) burn at about the same heat level as a
household match.

The following are the recommended pyrotechnic safety precautions for event risk managers:

 Use a commercially built control box with a removable safety key to fire your pyrotechnics.
Lock the control box and remove the key while loading the pyrotechnics.
 Ensure that there is no chance of an electric current going through the pyrotechnics while
you are handling them.
 Ensure that each pyrotechnic position can be clearly seen from the control box.
 Always wear safety goggles or a face shield when loading pyrotechnics.
 Always clean your flashpots before loading them. This reduces the risk of shrapnel.
 If the pyrotechnic is a cartridge designed to be in a pod, use a real pod; do not just twist wire
to the terminals.
 Outdoor Events 87

 Never fire a pyrotechnic device unless you can clearly see the area is clear of cast and stage
crews.
 Never try to refire a dud. Soak it in water and destroy it by tearing it to pieces.
 Never dispose of destroyed pyrotechnic duds in the regular rubbish bin; use the “safe bin”
designated by the theatre for the disposal of pyrotechnics.
 Never fire pyrotechnics over an audience.
 Never smoke while handling pyrotechnics.
 Store pyrotechnics in their packaging until used.
 Unpack the pyrotechnics in a safe place, well away from flammable objects and sources of
ignition.
 Never put pyrotechnics in your pockets.
 Install pyrotechnics that are compatible with your event (i.e., indoor or outdoor)

A pyrotechnic presentation can be a spectacular event or a tragedy. Common sense should always
prevail. Never use any form of pyrotechnics in close proximity to people. Close means over their
heads, around them, under them, or in between. Event risk managers will want to require that
there be a full pyrotechnic rehearsal. It is essential that each member of the team know exactly
what he or she is to do in case something goes wrong and a member of the staff, a volunteer, one of
the performers, or a spectator is injured. Make certain that each person knows his or her
responsibilities. For example, is it the pyrotechnician who is responsible for cleaning up after the
performance? If not, then the event risk manager may want to review who has this responsibility.

The event risk manager should also check with the local authorities to learn what local regulations
and other requirements must be fulfilled. In most cases, local fire officials have final authority.
Assuming that local officials have just cause, they can stop or cancel any show. Event risk managers
should never argue with fire officials. These officials must also be given direct access to all areas of
the show and can supervise its safety procedure before, during, and after the performance.

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Parades
Most people love parades. Parades seem to bring out the “child” in us. Parades permit us to
remember happy times and allow us to feel part of the crowd. Parades are a “show in motion,” and,
as such, they are one of the earliest forms of theatre. The ancient Greeks held parades as part of the
opening of a theatrical play. Military organizations throughout the ages have used parades to
demonstrate power, to frighten other nations, and, at times, to remind their own population who is
in charge. Parades can also have religious significance. For example, Thaipusam celebration that
took place in Batu Caves, Gombak annually.

Having this many people come together is both an exhilarating and a challenging experience. Event
risk managers must be concerned about crowd control during these events. The sheer number of
people present means that there is the possibility of stampedes and riots. Parade management,
however, is more than crowd control. To manage a parade, event risk managers must review the
safety of both the parade’s participants and its spectators. Parade safety requires consideration of
the following issues:

 Float safety  Traffic safety

 Hazards from objects falling from floats  Crimes of distraction
 Participants’ exhaustion  Noise pollution
 Lost children  Street cleanup

Floats
Event risk managers will want to determine if there are specific float constructions specifications and
regulations. Many floats have electrical devices: music or special-effects equipment. Just as in the
previous chapters, whenever there is electrical usage, make sure that all construction codes are
followed and that all safety precautions are in place. The event risk manager should also know if the
float uses flammable materials. If so,
is there a chance of an interaction
between the electrical equipment and
the flammable material? What would
happen if the float were hit by another
vehicle? How safe are the people
riding in the float and what is the
possibility that the float participants
might fall? Following is a partial
checklist of issue to review with those
who are responsible for constructing
floats:

 Make certain that the float’s frame is sturdy and that the float’s dimensions meet the
parade’s specifications. Additionally, make certain that the tires do not rub against the float.
 Make certain that the float and the truck pulling the float are properly hooked together and
that all mechanical equipment is in good working order.
 Make certain that the gasoline tank is fitted correctly.
 Make certain that all batteries are properly grounded.
 Outdoor Events 89

Falling Objects
Closely connected to floats are objects that are thrown from floats intro the crowd. In some events,
beads and other objects are often thrown from floats to general public and also from people who
are watching the parade. While in most cases spectators are aware of the beads, they still constitute
a hazard to someone who is not expecting to be hit by flying beads. Finally, risk managers need to
take into consideration how the parade’s participants will be protected from debris falling on them
from above the parade route.

Participants’ Exhaustion
Most parades take place during daylight hours and warm. This means that those who are
participating in a parade often have no time for personal needs. Risk managers have a duty to
protect these people. Prior to the parade route being set, risk managers will need to worry about
issues of dehydration and personal needs. Sunburn and protection from the sun’s harsh rays should
be considered when determining the parade route. Will there be adequate shade? Is the use of
sunblock required for all participants? What precautions have been taken if someone were to faint
due to dehydration or too much exposure to the sun? Finally, does the risk manager have a medical
history for each person participating in the parade? Such histories are important not only because
they can give the risk manager an idea as to those who should not participate in a strenuous parade.
It also helps the risk manager to know if something were to happen, what possible allergic reactions
and past medical problem exist.

Lost Children
Parades traditionally attract families with children. Unfortunately, it takes only a second for a child
to disappear. Such a disappearance in a large crowd is frightening to both the child and his or her
parents or guardians. Event risk managers will want to develop a system to take care of lost
children. This system may include protected areas where parents can seek their children and
monitors to care for children while their parents seek them out. Protected childcare areas should be
well marked and easy to identify. Needless to say, under no circumstances should a child be turned
over to an adult lacking the proper identification. Providing children with ID bracelets may also be a
helpful tool. As there is always the fear that these bracelets may contain too much information,
systems with number identification can be used. Event risk managers should contact the local police
department as to what lost children policies are for that particular community. Volunteers are often
helpful in watching for lost children and reuniting them with their parents.

Safe Traffic Corridors

In large cities, such as New York, traffic corridors must be allowed to cross parade routes. While the
local police department will handle traffic control, the event risk manager would be well advised to
consider that pedestrians watching the parade may be inebriated and may not be as careful as they
should be and that children may quickly escape from a parent’s grip. People driving through these
corridors are often frustrated or even angry that their trip across town has been slowed down due to
the parade. These drivers may rush to cross the parade route before the police close the corridor.

Crimes of Distraction
Parade and large crowds are perfect place for crimes-of-distraction artists such as pickpockets.
These people are experts in their trade, and interview with them often indicate that they have no
sympathy for their victims or remorse for their crimes. Risk managers should understand that they

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are up against professionals who do not just happen to come to a parade. Instead, they carefully
select their sites and know which areas and times offer the highest statistical probability for success.
Event risk managers should discuss the problem of crimes of distraction with local police authorities.
Police departments often have undercover agents who work in this field and can be on the look-out
for these “artists.” Modern crimes-of-distractions artists often work in groups. They are experts in
having one team member distract the victim, while other team members block for the person who
will commit the robbery. Artists will seek their easiest prey. They will look for men who have their
wallets in their back pockets, people using fanny packs, and women who have purses in their hand
instead of over their arm. They will also seek briefcases and case in which they believe that
someone may be carrying a laptop computer.

Noise Pollution
Lots of parades have bands and music performances. In most cases, band should not pose a risk that
needs to be managed. Bands that go through neighbourhoods where people live, however, may
cause frustration or even rage. In such cases, it is good idea to work with local neighbourhood
organizations. Develop a plan in which the bands can play without too much disruption to the
neighbourhood. Even though people who live in such environments should be aware of noise issues,
in an “age of rage” these types of issues if not met head on can cause great deal of hostility or even a
tragedy.

Street Cleanup
Many parades incorporate animal as part of
the event. Large animals can require a
considerable number of cleanup tasks.
Animal droppings can be a health hazard.
Event risk managers need to make certain
that those following in the parade’s
footsteps are not presented with a series of
potential hazards and obstacles. Spectators
have fun during a parade and not
necessarily after it. Once the parade is over,
there should be a plan in place to return the
streets to the same or even better condition
as before the parade. Event risk managers
should meet with the cleanup crews and local officials prior to the event. They need to know
sanitation regulations, and they need to make certain that debris does not create additional risks for
both vehicular and pedestrian traffic once the parade has concluded.

Political Parades
Although in the United States political parades are rarely connected with violence, in some other
parts of the world, parades are used as a political weapon. Northern Island is a prime example of a
place where this type of parade occurs. Northern Island’s parades often do more than merely mark
a point in history. They are used as a means to express a strong political position and are often
accompanied by violence. In the United States, President John F. Kennedy was assassinated while
riding in an open car through the city of Dallas, Texas. Political parades require a team of specialist.
In the case of the US, if it is major political parade, then the local risk manager will need to work with
 Outdoor Events 91

the Secret Service, FBI, and local police departments. In the case of a local election, these national
agencies most likely will not be involved. It is recommended that risk managers involve local police
authorities in the planning of the parade from its inception and that they consult state and federal
authorities if the local police agencies lack parade security expertise.

Night Parades
Although most parades take place during the day, some parades are held at night creating new
challenges. Following are some of the nocturnal challenges that risk manager should consider:

 Safety. Not only at the parade, but along the principal routes taken to and from the parade.
 Visibility. Can people see? Is there a chance that they will trip due to darkness?
 Electricity. Daytime parades may or may not need electricity, but it is almost certain that
nocturnal events will require electrical usage. Event risk managers want to be especially
careful that all electrical wires and installations are safe and confirm to the proper codes.
 Crime. Darkness is the ally of the criminal. As the sun goes down, the risk of crime rises. It
is especially important that risk managers work with local police officials to assure the safety
of nocturnal events.
 Pedestrian safety. We see less well in the dark. A nocturnal parade may mean a great deal
of traffic at a time when there is a tendency to see less well, and at the same time, a greater
tendency toward strong (alcoholic) drink. Event risk managers must establish a nocturnal
pedestrian safety plan that will protect the parade’s viewers.
 Participants’ fatigue. A night parade may finish well into the night and many of those
attending the parade may have worked the entire day. Fatigue, then, may be a factor for
these participants, and this overtiredness can lead to accidents and injuries. Risk managers
want to make sure that the parade’s participants arrive at the staging area and leave the
finishing area safely. Leaving the “termination area” means that participants have a safe
way to return to vehicles, that parking lots are guarded, and that there is adequate safe
public transportation available.

Ethnic Pride Parades and Political Issues

Parades in Northern Ireland stand out as the prime example of ethnic parades having political
overtones. In the US, the antisegregation movements of the twentieth century used marches
(organized political parades) as a way to demonstrate their opposition to racial segregation. Both
cases serve as examples of parades with political agendas. Still another form of ethnic parade that
may become a challenge for risk managers is the parade that expresses ethnic or sexual orientation
pride.

As the world becomes a more dangerous place, the chance of an incident taking place at
such parades grows. While it is impossible to seal off a city’s downtown, event risk managers should
be aware that there is a growing threat by those who may be intolerant of other people’s views,
orientation, or ethnic or religious heritage. Risk managers should consider who might want to
disturb such a parade and what cooperation can be expected from local police departments. Police
departments often take a reactive rather than a proactive stance regarding these issues. In such
cases, event risk managers will need to incorporate appropriate funding into their budgets to pay for
police overtime and to work with the particular group to assure the greatest amount of safety
possible.

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Generic health and safety risk assessment for outdoor events involving large gatherings
of people
HAZARD IDENTIFIED: Use of marquees
Risks to health and safety
Collapse of marquee or items within
arising from unsuitable erection or
inclement weather.
Exceeding marquee’s capacity
restricting safe movement of people
and prompt evacuation from it in the
event of an emergency
Layout of any furniture impacting on
thoroughfares, exits, means of
escape.
Unauthorised access to the marquee,
e.g. overnight, when not in use, and
damage to any equipment being
stored within
Sources of ignition within the
marquee, e.g. heaters, electrical
equipment, cooking appliances and
unwanted fire starting and spreading.
Support members requiring entry
into ground and contact with buried
services, e.g. gas, electricity,
HAZARD IDENTIFIED: Use of marquees (continued)
Risks to health and safety
Tripping over guy ropes, other
support to the marquee.
Close proximity to buildings and
impacting on people’s safe
movements in the event of
evacuation from those buildings
Electrical appliances, e.g. lighting,
supply cables etc in unsafe condition
People at risk Measures to manage the risks effectively
Those within the Use of competent company to erect and dismantle marquee
marquee and ensuring necessary documentation in place, e.g. own risk
adjacent. assessment, insurance cover.
Marquee’s capacity established and advance arrangements to
ensure not exceeded if likely to attract large numbers, e.g.
entry by ticket only.
On-the-day monitoring of actual numbers in attendance to
Those within the ensure capacity not exceeded, this being overseen by the
marquee event’s overall supervisor.
Furniture layout pre-planned to ensure thoroughfares, exits,
means of escape maintained.
Those responsible for on-the-day supervision of the event
aware of furniture layouts.
Marquee secured when not in use, restricting access.
Those accessing Monitoring of marquee for unauthorised access, particularly
marquee, overnight
subsequent Where reasonable, equipment removed from marquee,
equipment users. particularly equipment presenting greater risk of injury if used
damaged, securely stored elsewhere.
Smoking not permitted within the marquee. Stewards ensure
this is observed.
Marquee fabric made of fire retardant material.
Electrical equipment suitable for environment and in safe
condition.
Anyone attending
Use of heaters with no visible naked flame, securely
the event, in
positioned, and ideally prior to the marquee being occupied.
areas adjacent
Naked flame cooking appliances not permitted. Any
appliances keeping pre-cooked food warm securely
positioned and supervised.
Fire extinguishers available within or in close proximity
marquee.
Those entering Liaison with Estates and Facilities to establish location of any
support members buried services to ensure won’t be affected or alternative
into the ground arrangements are made.
People at risk Measures to manage the risks effectively
Guy ropes etc clearly identified.
Anyone outside of
Activities etc outside of the marquee away from guy ropes
marquee
etc.
Liaison with Estates and Facilities and the Office of Health and
Occupants of the
Safety to ensure planned location is appropriate and
marquee and
arrangements in place for people management in the event of
adjacent buildings
evacuation from any adjacent building.
Appliances etc: appropriate for environment being used in;
Anyone in contact
installed and checked by competent personnel; and
with appliances
incorporate appropriate level of protection, e.g. battery-
etc.
powered, reduced voltage, RCD.

HAZARD IDENTIFIED: Use of loose seating
Risks to health and safety
Seating not correctly installed and
laid out restricting safe movement
and toppling over, particularly in the
event of an emergency evacuation.
HAZARD IDENTIFIED: Use of barbecues
Risks to health and safety
Unwanted fire during barbecue
lighting, cooling down or during
cooking and spread onto adjacent
structures or items, e.g. marquee,
gazebo, shrubbery.
People in contact with hot barbecue
that’s knocked over and hot coals
displaced
HAZARD IDENTIFIED: Unfamiliarity in emergency evacuation situation
Risks to health and safety
No or delayed response through
people not recognising or unsure of
actions to take in emergency
situation requiring evacuation, e.g.
from a marquee or an area in
general.
HAZARD IDENTIFIED: Event’s attendees or participants sustaining injury or becoming ill
Risks to health and safety
Attendee or participant unsure of
how to access first aid assistance or
delay in getting first aid assistance to
them, particularly in a life-
threatening situation.
HAZARD IDENTIFIED: Portable electrical appliances and outdoor environments
Risks to health and safety
Appliances, supply cables etc in an
unsafe condition or not suitable for
outdoor environments.
Trailing cables across walkways etc
and people tripping over them.
Outdoor Events 93
People at risk Measures to manage the risks effectively
Loose seating layout agreed in advance of the event.
Individual seats forming rows secured together, minimum 4
and maximum 12 seats per row.
Event’s Space between individual rows at least 500mm.
attendees. Main thoroughfares at least 1000mm wide and provide
unhindered route to exits.
Any alterations to seating layout immediately prior to or
during the event authorised by overall supervisor.
People at risk Measures to manage the risks effectively
Barbecue positioned away from any structures or items that
would facilitate rapid spread of fire.
Use of accelerants prohibited and barbecue supervised.
Those using or
Fire fighting equipment adjacent.
close proximity to
barbecue.
Barbecue used and supervised by competent personnel.
Barbecue appropriately positioned, e.g. away from
thoroughfares and set on stable base.
People at risk Measures to manage the risks effectively
Emergency evacuation arrangements established ahead of
event, including how to raise the alarm.
Event’s attendees Any exit routes clearly signed and easily identifiable.
and participants, Overall supervisor conducts ‘on-the-day’ check of area,
those responding including means of escape.
to situation. Stewards present to monitor event and assist attendees
should evacuation away from the area be necessary, and have
received necessary briefing to carry this out effectively.
People at risk Measures to manage the risks effectively
Stewards present to assist should first aid assistance be
required and have received the necessary briefing to carry out
this effectively.
Person requiring
First aid personnel specifically assigned to the event or
first aid assistance
arrangements made to utilise assistance from first aid
personnel from university’s control hub or within adjacent
buildings.
People at risk Measures to manage the risks effectively
Appliances etc suitable for outdoor environment.
Appliances etc in safe condition, maintenance up to date
(including any portable appliance testing) and checked prior
to use.
Appliances etc positioned where not susceptible to damage or
Anyone using or
appropriately protected (e.g. cable matting).
coming into
Power source should be: battery, reduced voltage or RCD
contact with
protected.
appliances, cables
In damp conditions, appliances not used if cannot be
etc.
appropriately protected.
Cables, plugs etc positioned away from areas of potential
damage, e.g. thoroughfares.
Unavoidable trailing cables across walkways covered with
cable matting/protectors
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 94 Outdoor Events
HAZARD IDENTIFIED: Large gatherings of people within and immediately outside of the event area
Risks to health and safety
Proximity to road ways and collision
with vehicles, particularly when
leaving the event.
Slip or trip incidents, if pedestrian
routes in poor condition.
Proximity to any hazardous activities
taking place on campus, e.g.
construction projects.
HAZARD IDENTIFIED: Availability of food and drink
Risks to health and safety
Food poisoning from incorrectly
prepared, handled or stored food
Individuals consuming too much
alcohol, if it’s made available, and
becoming aggressive towards others
or acting in an unsafe manner.
HAZARD IDENTIFIED: Generators
Risks to health and safety
Fire arising from inappropriate use of
petrol or diesel generator.
Exposure to fumes when petrol of
diesel generator in use
HAZARD IDENTIFIED: Generators (continued)
Risks to health and safety
Contact with unsafe supply cables to
an electrically-fed generator and
from any generator, or an
electrically-fed generator itself
Source: http://www.hud.ac.uk/media/universityofhuddersfield
People at risk Measures to manage the risks effectively
Areas suitable to accommodate numbers, checked for
condition and adequately lit.
Those attending Consideration to temporary closure of roadways or car parks
the event and immediately adjacent to event.
immediate Stewarding extends to these areas.
vicinity. Liaison with Estates and Facilities to ensure necessary
segregation measures in a place and those responsible for
activity full aware.
People at risk Measures to manage the risks effectively
Ensuring food handling, preparation and cooking carried out
Food consumers
by competent personnel.
Individual and Where alcohol is sold ensure necessary licensing
anyone coming requirements are adhered to.
into contact with Dependent on audience profile, employing registered door
them. staff maybe appropriate.
People at risk Measures to manage the risks effectively
Generator pre-filled with fuel, no containers stored ‘on site’
during the event.
Generator located away from any fire hazards, e.g. marquees,
shrubbery.
Signage and monitoring to ensure no smoking within the
Anyone using or
vicinity of the generator at all times.
close to
Generator size appropriate for event’s requirements, not
generator.
over-sized to avoid unnecessary quantities of petrol or diesel.
Where refuelling of generator necessary undertaken by
competent personnel.
Generator, fuel containers appropriately stored when not in
use.
Generator positioned in a well-ventilated area, away from any
Those exposed to
marquee or openings to buildings etc where fumes could
fume.
enter.
People at risk Measures to manage the risks effectively
Supply cables and generator sourced from appropriate
supplier – i.e. supplied in safe condition – and checked for this
prior to use.
Supply cables appropriate for outdoor environments.
Those in contact
RCD adaptor used when connecting to mains supply.
with the cables or
Cables located where less susceptible to damage, e.g. away
generator.
from walkways.
Where cables susceptible to damage, e.g. passing through
building, on walkways appropriate protective covers, sleeves
etc used.
 Outdoor Events 95

Here are some tips on how to plan an outdoor event and to minimize stress:
1. Get a permit
Do this as soon as you’ve finalized where and when you'll have your outdoor event. Do this first. The
fastest way to shut down an event is to hold it without a permit.
2. Check up on all ordinances
What are the noise ordinances? Every town has them. Is noise prohibited after a certain time? You
should also look into fire and safety codes. The latter may have restrictions on overselling tickets,
advertisements and seating. Talk to the state and local authorities, the local fire department and the
police about these.
3. Some outdoor events need more work than others
Is your event being held in an already existing outdoor facility? Great! That cuts your work in half.
Otherwise, are you targeting a raw, uncommon area? Then advance planning and coordination is
critical. You can expect to be in charge of everything — power, toilets, communications, equipment
and food, among others. Make arrangements to bring everything to the venue, and taking
everything out of the venue after the event is done.
4. Load in, load out
Think beyond the event schedule itself, and factor in "loading in" and "loading out" time for
everything, including arrangements for power, security, sanitation and other elements of the
outdoor event.
5. Logistics and layout
Take photos of the venue, include a sketch and use markers to denote where you want your
vendors, et. al. to be set up. How will the equipment be loaded in? The crew and guests? Have a
meeting at the venue in advance, with all of your suppliers, so that you can all coordinate the
downloading of equipment, parking of trucks, parking space for guests, and other possible needs.
6. Power
Foodway stations, DJ, and areas that will need lights all will need power stations. If there are not
enough, tell your vendors to bring extension cords, and check the power load per plug. Coffee
makers and crock pots should not share extension cords with sound equipment. Also, have a back-
up power system on standby.
7. Ensure the comfort of guests
Have a steady supply of drinking water and drinking fountains. Make sure they're spread all around
the venue. Some events, like concerts, provide hosing for crowds. Consider renting
portable air conditioners, too.
8. Sanitation
You don’t want any mistakes made here. A lack of restroom facilities, or poor toilet facilities, can
ruin your event. Make sure you have enough sanitation equipment not just for the guests but also
for the crew.
9. Pest control
Have an exterminator spray the area. Take note of how long it will take after extermination for the
food to be safely set up in the area. Keep cans of light scent (such as aloe) repellent handy, and
incorporate decorative citronella candles. Decorative plate covers can keep the food protected and
also make the table setting look attractive.
Keep a few electric fans running. It keeps the guests comfortable, and blows the mosquitoes away.
Another strategy: Place a plate full of sugar water around the perimeter area to keep the bugs busy
and out of your party.
10. Amenities
Keep hand wipes, light blankets, sunblock, bug spray, wraps and any other things available that you
think will make your guests more comfortable.

Event Risk Management

 96 Outdoor Events

11. Lighting
An evening event will require lights even for exit paths, walkways and parking areas for convenience
and safety.
12. Health precautions
Have medical professionals on standby, especially if your event is in a remote area. Or at least keep a
first-aid kit handy. Prepare a list of the nearest hospitals with directions on how to get to there.
13. Communication
This is especially important for events at remote sites. If the land is hilly, make sure your walkie-
talkies have enough power to get through.
14. Monitor the weather
The most common reason to cancel outdoor events is inclement weather. Buy weather insurance,
and start monitoring the weather as far in advance as possible. You can get forecasts
at weather.com. Also, keep the wind in mind. You don’t want things to blow over, so make sure that
everything is anchored securely.
15. Plan for the rain
Have a “plan B” in case of rain. Bring a tent, and know in advance where the DJs can go, the desks,
and the food. Portable pavilions can double to provide shade for guests and protection in case of
rain. Some of these pavilions even have lovely sidings that can be rolled down in case of rain, and
intake vents to accommodate portable air conditioners.
16. Clean up
The event may be over, but your work is not. Make sure that you have made arrangements with the
local sanitation department for cleaning up afterwards. Otherwise, have a hauling firm on hand for
clearing the area, once the event is over.
Source: http://www.viktorix.com/16-tips-plan-successful-outdoor-event

ERM DRILL 6
1. You have just been informed that a national political party has awarded your convention
center with its national convention. You are aware that the thousands of delegates will be
holding parades. You are also aware that protests demonstrations are planned. Design a risk
management plan for these two aspects of the convention.

2. A popular music group will be performing in your city at an outdoor festival. Part of the
group’s show is to sing to the accompaniment of pyrothechnics. The show is expected to
attract 20,000 spectators and will be broadcast live to other parts of the nation. How would
you handle the stage planning and the electrical planning for this show? What pyrotechnic
restrictions would you place on the artist?