Plan Ahead
A key factor to making your winter events successful is having a well-developed plan in place. Focus on the structure of the leadership team, vendor policies, event security, and insurance needs for the specific event.
Your plans should include how to handle emergencies, including medical incidents, evacuation protocols, and procedures on how to contact the appropriate authorities.
Staff and Volunteer Training
Ensure that all staff involved are professionally trained to understand their assigned duties and responsibilities prior to the event. Have written policies and procedures in place. These will provide your events with structure. Hold daily staff meetings before the start of your event. This will ensure everyone is on the same page and will provide opportunities for continuous training to ensure your event is successful.
Ensure your staff and vendors are aware of security and safety protocol, procedures, and receive training from law enforcement regarding what circumstances they should contact security.
When selecting staff and volunteers, it is important that they can perform their assigned duties and they are thoroughly trained and supervised. If the individual oversees handling money or is working with minors, seniors, or individuals with disabilities, they should be screened with the appropriate criminal records checks and vulnerable sector checks. Your local police agency can provide vetting of your volunteers (depending on the event and scope of the volunteer’s tasks).
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.
Finally, it is recommended that all volunteers enter into a volunteer agreement, much like an employment contract. This type of agreement should be drafted by a lawyer and contain information such as the responsibilities and limitations of the volunteer. It is also important to include specific information on workers’ compensation, other benefits, honorariums, and any other essential information.
Pre-Site Inspection and Safety Planning
Having a proper checklist in place for pre- and during event site inspections will ensure your staff can identify and rectify any potential hazards. Inspect all areas open to the public and spaces reserved for your staff and vendors. Inspect pathways, seating areas, grandstands, parking spaces, sidewalks, and stairways to ensure they are free from obstructions and impediments. Key areas of site inspections include areas with the potential for tripping, electrical, and fire hazards.
Properly document all potential hazards found and act promptly to eliminate them. Post warning signs in clear view or close off these areas until the hazards are repaired.
In case of an incident, respond appropriately to assist the affected staff or attendees. Report all incidents to the appropriate personnel. Maintain proper reporting of any incidents and take photographs as needed to document them.
Crowd Management
Management of the crowd is important, especially for events that have capacity limits and large public gatherings (music, parades, rodeo, etc.). Risk management of crowds includes positing clear signage, barricades for flow of traffic, and sharing rules for all participants to be aware of and easily understand. Ensure clear communication and cooperation with your local law enforcement to monitor and intervene when needed. Having a plan in place with steps to deescalate or disperse an unruly crowd will help your staff in such incidents.
Parking Management & Signage
Ensure your event has an adequate parking space available to all attendees, including those requiring handicap designated stalls. Have proper and visible signage in place to direct the flow of foot traffic and vehicle traffic. Maintain designated 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 main information center. Follow all Alberta Highway Traffic Safety regulations where roadways are used for parking.
Food/Liquor Vendor Licenses & Insurance
Ensure your vendors are properly licensed with Alberta Health Services (AHS) regarding food handling safe practices and/or Alberta Gaming, Liquor and Cannabis (AGLC) for their liquor serving operations. Get a copy of the Certificate of Insurance (COI) from your vendors with an endorsement naming your organization and the municipality the event is taking place in as additional insured’s. Vendors can also purchase special event insurance through Instant Risk Coverage (IRC). Please contact your RMA Member Service Representative for more information on the IRC Special Event insurance
Have fire extinguishers readily available where vendors are using open flames or a propane apparatus. Always maintain a source of water nearby to assist in putting out fires, if necessary.
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. Do not allow dangerous, aggressive, or venomous animals. Animals should only be fed with permission from the owner, using approved food.
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.
Weather Contingency Plan
Prepare for extreme cold, snow or ice with a backup indoor venue, heated shelter, or rescheduling protocols. Have the means to update attendees via social media, websites, and local media.
Heating / Cooking / Fire Pits / Apparatus at Winter Festivals
Propane and gas heating appliances are commonly used during the winter season to provide heat within tents, food stalls, and outdoor areas. Improper handling or maintenance of these devices can pose a significant risk of injury including fire, carbon monoxide poisoning, and explosions.
Propane tanks, heaters, and appliances with gas lines should be inspected for potential leaks, damaged hoses, or faulty regulators prior to the start of every event.
Vendors must comply with these safety protocols too. Require proof of up-to-date certification and documentation of maintenance records for their equipment.
Propane must be stored in a well locked and ventilated area, away from any ignition sources, high traffic areas, and protected from extreme cold conditions. Adhere to local regulations on the maximum amount allowed on site. Avoid storing excess tanks near event areas.
Pre-inspect locations that have propane heaters or cooking appliances. Check for proper ventilation to ensure there is no risk of carbon monoxide build up, especially in enclosed spaces like tents. Maintain proper clearance, specifically a 10-foot radius between the tanks and flammable materials like tents, clothing, and decorations. Ensure all apparatus have shut off valves and that the operator(s) are aware of the location and how to turn it off.
When there are propane tanks stored within a confined space, a carbon monoxide detector should be present, along with a fire extinguisher nearby.
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. Avoid overpasses, construction areas, and 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 (i.e. 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.
Inflatables, Umbrellas, & 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 severe weather conditions. Properly mark all ground pegs, spikes, and tie downs to prevent tripping hazards. Ensure lightweight umbrellas and tents are weighed down. Always monitor weather conditions during your event to stay up to date. Ensure vendors have proper insurance for their structures. Never leave an inflatable amusement device unattended.
Debris Disposal & Washroom Facilities
Have enough garbage and recycling bins in place, in relation to the size of your event. Ensure all attendees have access to washroom facilities. Designate staff to routinely clean and restock supplies during the event. Place garbage bins and washroom facilities in locations with 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 if your event is required to be shut down promptly for safety or security reasons. Be prepared 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.