All events that draw crowds come with numerous out-of-the-ordinary risk exposures for the municipalities that plan them. These are some of the key safety points to consider for city-produced festivals and celebrations.
Level of city involvement
It’s important to understand if the city is managing the event. If the city has primary control over staff or event services contractors, it must take necessary safety and planning measures. If the city is merely a sponsor, that arrangement should be clearly communicated in the contract.
Event venue security
All events need a security plan that is specific to the type of event, and the location where it is taking place. Law enforcement or other security staff need training on the approved version of this plan.
An increasingly common concern for outdoor events is using movable barriers that can provide a shield against vehicular threats — ramming or out-of-control vehicles. While specially designed barriers can be used for this, large, parked city vehicles can also serve as barriers.
Firearms are an important consideration as well. The SC Attorney General’s office interpretation of the Open Carry with Training Act found that local governments may restrict open carrying of firearms on public property — other than in a building — only during permitted events. They may not restrict concealed carrying during such events.
Medical services
The event’s time of year is an important factor. For example, summertime event attendees may be in danger of heat-related illness and could need cooling stations.
Consider where medical service facilities or first aid stations, may be needed and where emergency access and exit points can be established. Coordination with the fire department can cover minor first aid issues, while arrangements with local EMS might be used for more advanced event needs.
Event staff training
Many large-scale events use volunteer staffing to make them run smoothly. Municipalities should properly screen, train and supervise these volunteers to reduce the risk of negligence claims. They should conduct criminal history checks for volunteers who are in contact with children or handling money.
Alcohol and food
Never allow participants to bring their own alcohol to an event. Organizers can reduce risk by contracting with experienced third-party groups that already have the necessary permits, licenses, liquor liability and coverage and trained servers. The contract should include a hold-harmless and indemnity agreement, as well as a certificate of liquor liability insurance with the city named as an additional insured, as well as auto liability and workers’ compensation coverage.
Organizers should require food vendors to have appropriate permits from the SC Department of Agriculture, as well as insurance coverage that includes products-completed operations.
Parade considerations
Parades come with a number of unique risks that cities need to manage. They involve moving vehicles and floats with large numbers of passengers and potentially animals. The parade planning process should consider the staging areas and route of the parade, determining where traffic barriers and street closings are necessary, as well as how to handle any railroad crossings.
Planners also need to develop rules for all parade participants, included along with a waiver of liability in the application and enforced by the parade coordinator. In the parade rules, consider prohibiting participants from throwing any items. Instead, require candy and other items to be handed to the crowd at the curb to prevent spectators from running into the roadway. Prohibit participants from smoking and consuming alcoholic beverages as well.
Know the city’s insurance policy exclusions
Typically excluded items in a city’s insurance policy include trampolines and rebounding equipment, like inflatable devices; temporary mechanical amusement devices; traveling carnivals, circuses, rodeos or zoos; concerts promoted by outside parties; motor vehicle racing or stunting; fireworks displays, aircraft; bungee jumping or parachuting.
To discuss special event public safety, contact the Municipal Association of SC Risk Management Services Loss Control staff at losscontrol@masc.sc.