Holiday parades are an important annual tradition for many municipalities. A parade is a fun event to bring the community together, but it also comes with liability risks that organizers have to proactively manage.
Municipalities need to consider numerous best practices when planning a parade.
Begin the planning process early.
- Identify staging and assembly areas for participants.
- Determine where traffic barriers and street closings are needed.
- Coordinate with public works, emergency services and other stakeholders.
Determine who is in charge.
- Is the event sponsored by the city or another entity?
- Appoint a parade coordinator to oversee planning and operations.
Develop a parade policy.
- Outline guidelines, safety requirements and event rules.
- Communicate the parade policy to all participants, vendors and volunteers before the event.
Determine insurance requirements.
- Obtain certificates of insurance from vendors, businesses and other participating organizations.
- Municipalities should be added as additional insureds when applicable.
- Request hold harmless agreements when appropriate.
- Direct third parties to GatherGuard for insurance coverage.
- Review insurance coverage contracts carefully for any liability exclusions or coverage limitations.
Develop a comprehensive safety plan.
- Include a parade checklist which addresses common hazards and safety concerns.
- Plan for medical and first aid needs.
- Determine emergency access and exit points.
- Ensure staff and volunteers understand emergency procedures.
Take into consideration any potential weather-related risks and exposures that can occur.
- Address slip hazards caused by rain, ice or other wet conditions.
- Identify shelter locations if lightning or severe weather occurs.
Involve law enforcement to assist with different aspects.
- Assist with crowd management and pedestrian safety.
- Direct traffic and maintain road closures.
Complete walkthroughs to identify potential hazards
- Look for loose wires, uneven payment, potholes or other tripping hazards.
- Identify obstacles that may affect parade participants, spectators or vehicles.
- Document and correct hazards whenever possible.
Develop procedures for reporting injuries, accidents, and property damage.
- Train staff and volunteers on incident documentation requirements.
- Maintain records, photographs, witness information and other relevant documentation in the event a claim is filed in the future.
- Conduct a post-event review of injuries, or damage to identify lessons learned and improve safety planning for future events.
For more information on managing parade risks, log in at www.masc.sc and see the Special Events Liability Toolkit, or email losscontol@masc.sc.