It’s that time of year when the weather changes and we start making plans for the summer. This is the best time to ensure that your festivals, parades, and markets are well-planned, and the proper preparations have been made for the safety of all involved. The RMA Insurance Risk Team has prepared tips for you to ensure that you’re ready for these events.
Plan Ahead
A key factor in making your summer events successful is creating a well-developed plan in advance. Focus on the structure of the leadership team, vendor policies, event security, and insurance needs for the specific event.
Your plans should entail how to handle emergencies, including medical incidents, evacuation protocols, and procedures on how to contact the appropriate authorities.
Staff and Volunteer Training
Ensure all staff involved in your event are professionally trained on their assigned duties and responsibilities prior to the event. Have written policies and procedures in place to provide structure for your events. Hold daily staff meetings before the start of your event to ensure everyone is on the same page, provide opportunities for continuous training, and ensure your event is successful.
Have your staff and vendors work alongside law enforcement regarding security and safety protocol, procedures, and understanding in what circumstances they’d need to contact security.
When selecting staff and volunteers, it is important to confirm that they can perform their assigned duties. They also need to be thoroughly trained and supervised. If the individual oversees handling money or is working with minors, seniors, or individuals with disabilities, they must be screened with the appropriate criminal record and vulnerable sector checks. Your local police agency can provide vetting for your volunteers, depending on your event and the scope of the volunteer’s task.
If the individual is operating a vehicle or equipment, they should provide a driver’s abstract, carry the appropriate license class, and know how to safely operate the equipment or vehicle.
It is recommended that all volunteers enter into a volunteer agreement, much like an employment contract. This agreement should be drafted by a lawyer and contain information including the volunteer’s responsibilities, limitations, workers’ compensation, benefits, honorariums, and any other essential information regarding their duties.
Pre-Site Inspection and Safety Planning
Having the proper checklist in place for site inspections before and during your event will ensure your staff can identify and rectify potential hazards. Inspect all areas open to the public and spaces reserved for your staff and vendors. Ensure pathways, seating areas, grandstands, parking spaces, sidewalks, and stairways are free from obstructions and impediments. Key areas to look for in site inspections include tripping, electrical, and fire hazards.
Properly document all potential hazards and promptly eliminate them. Post warning signs in clear view or close off the area until the hazards are repaired.
If an incident occurs, respond appropriately to assist the affected staff or attendees. Report all incidents as necessary. Maintain proper documentation of the incident, including photographs.
For checklists and incident report forms, contact the RMA Risk Team at risk@rmainsurance.com.
Crowd Management
Crowd management is important, especially for events that have capacity limits and large public gatherings like live events (music, parades, rodeos, etc.). Risk management of crowds includes positing clear signage, barricades for flow of traffic, and sharing clear rules for all attendees. Ensure clear communication and cooperation with your local law enforcement to monitor and intervene when needed. Have a plan in place to assist staff or volunteers in deescalating or dispersing an unruly crowd.
Parking Management & Signage
Ensure your event has adequate parking space available to all attendees, including those who require accessible stalls. Have proper readable signage to direct flow of foot traffic and vehicle traffic at entrances and exits. Designate parking lanes for emergency vehicles in the event they are called upon, along with an emergency exit plan for vehicles. Place signage to direct attendees to garbage bins, recycling bins, washroom facilities, and the main information center. Follow all Alberta Highway Traffic Safety regulations if roadways are used for parking.
Food/Liquor Vendor Licenses and Insurance
Where necessary, ensure your vendors are properly licensed by Alberta Health Services (AHS) regarding food handling safe practices and Alberta Gaming, Liquor and Cannabis (AGLC) for liquor serving operations. Also, to get a copy of the Certificate of Insurance from your vendors with an endorsement naming your organization and the municipality as additional insureds. Vendors can also purchase special event insurance through Instant Risk Coverage (IRC). Please contact your RMA Member Service Representative for more information on IRC Special Event insurance.
Fire Extinguishers should be available where vendors are using open flame/propane apparatus within the operations. Always maintain a source of water nearby to assist in putting out fires. Please consult with your local Fire Chief regarding any active Fire Ban within your area of event.
Petting Zoos
AHS has strict requirements for cleanliness at petting zoos. It is recommended that the owner of the animals provide proof of liability insurance and proof of insurance for the animals. Children should always be supervised while interacting with animals. No dangerous, aggressive, or venomous animals should be permitted. Animals should only be fed with permission from the owner, using approved food.
Parades
Parades are a wonderful way to bring the community together, but there are many risks which should not be ignored. Carefully planning the parade route is essential, avoiding overpasses and construction areas. Set up blockades to ensure spectators and parade participants are kept safe. Ensure the route does not obstruct emergency service routes and always check with Alberta Traffic and the municipality to ensure the route is permissible on their roads. Do not allow other traffic to impede the parade route.
Find secure locations for judging platforms, first aid, emergency towing vehicles, ambulances, grandstands and viewing areas.
Consider establishing guidelines on what can be given to spectators regarding prizes or candy. Never throw items from floats. It is safest to have people walking to hand items to onlookers.
Adequate supervision should be available if there are large groups of children (i.e., boy/girl scouts) participating in the parade. Ensure all operators have experience and are qualified to operate vehicles and equipment in the parade. The operation of any equipment and automobiles under the influence of alcohol and other intoxicating substances is illegal and prohibited.
By law, all automobiles being operated on the road must carry liability insurance. Obtain certificates of insurance from all vehicles participating in the parade. Ensure that the operators have the qualifications and experience to operate the equipment and vehicles.
Any animals participating should be calm, supervised, and well trained. Avoid startling animals by keeping them separated from loud noises such as sirens, horns, bands, and loud exhaust. Have sanitation crews promptly clean up after the animals.
Inflatables and Tent Structures
Follow all manufacturer guidelines on the installation of inflatables, tents, and temporary structures. Perform daily routine checks on the structures to confirm that they are properly secured and there is no risk of movement due to the severity of weather conditions. Properly mark all ground pegs, spikes, and tie downs to prevent tripping hazards. Always monitor to keep up-to-date on the weather conditions during your event. Ensure vendors have proper insurance for their structures. Bouncy castles should always have proper adult supervision. Never leave an inflatable amusement device unattended!
Debris Disposal & Washroom Facilities
Provide enough garbage/recycling bins in relation to the size of your event. Ensure all attendees have access to washroom facilities. Designate a person or team to routinely clean up and restock supplies during the event. Place bins and washroom facilities for ease of access and away from tripping hazards. Maintain the practice of keeping a log of when washroom facilities are cleaned, supplies restocked, and by whom.
Be Prepared for an Emergency Shut Down
Be prepared and ready to act in the unlikely event that your event is required to be shut down promptly for safety or security reasons. Be prepared in advance for emergencies that require an orderly evacuation or closure of your event, such as sudden unexpected severe weather or a security matter. Review your emergency planning process before the event to ensure all event staff are trained and aware of the protocols and whom to contact.
For more information, please contact risk@rmainsurance.com.