Create a Comprehensive Special Event Risk Management Plan
It’s summertime — time for barbecues, concerts in the park — and increased awareness of threats to patrons and employees at such events. “The open nature of special events creates safety challenges for our members,” notes Lindsey Robertson, PDRMA Risk Management Consultant.
The best course of action, one PDRMA member says, is a clear, comprehensive safety plan, thorough training for staff and volunteers, and a close working relationship with local law enforcement.
According to Amy Darling, Risk Manager, Vernon Hills Park District, “As events become larger with more attendees, it’s even more important to have a thorough planning checklist. And your planning meetings should include local police and fire representatives whenever appropriate. We always train staff and volunteers on our emergency response plans.
 “Our agency has a comprehensive planning and site inspection form for special events,” she adds. “We meet with volunteers to cover the essential elements — medical emergencies, severe weather or missing person response — prior to the event.” Having a good communication system is also key. “We use two-way radios or mass text apps during our events,” she adds
Expect the Unexpected
The “X factor,” Darling points out, is the hardest to prepare for and prevent. “Patron behavior is always a variable that volunteers and event coordinators should prepare for, and de-escalation training for volunteers can help. Although we haven’t integrated this into our planning yet, this year we’re using training available from our human resources software (Neogov) to prepare for our Ribfest — and we’ll send it to our volunteers well in advance of the event.”
 Darling’s agency is also handling a new challenge — drones. “We rely on local ordinances for guidance about drone usage during an event,” she explains. “The park district does not operate drones, and our ordinance only allows them via permit. We need to verify the operators’ FAA licensing, make sure to take the necessary steps (notifying attendees if it’s a “people” flyover), etc. It can get very complicated very quickly! We’ve only had one drone request so far, but I expect more to come, and we’ll work with the village to review and/or enforce ordinances.”
Planning becomes more complex when local groups use park district facilities for their own events. When that happens, Vernon Hills Park District requires the groups to sign and acknowledge a copy of the safety rules and expectations within the usage agreement. “We also expect them to adhere to local park district or village ordinances and provide appropriate certificates of insurance,” Darling adds.
Top Tips
Darling’s top tips for fellow PDRMA members hosting special events include:
 Have thorough volunteer and staff training protocol.- Ensure communication systems are in place.
- Establish relationships with local police and fire departments and inform them of larger scale events. The agency hosts an average of 3,000 guests for its largest event, Ribfest, which is a multi-agency effort that Darling says would not be as successful without the collaboration of local police and fire departments.
If your agency is hosting a special event of any size this year, explore PDRMA’s resources to ensure the safety of employees and patrons.
PDRMA Resources
|
