Risk Management ServicesS P E C I A L E V E N T S G U I D E B O O K

TABLE OF CONTENTS

INTRODUCTION ........................................................................................................................................... 3

PLANNING .................................................................................................................................................. 3 Determine the Scope .................................................................................................................................... 3 Select the Planning Team ............................................................................................................................... 4 Select the Venue .......................................................................................................................................... 4 Hazard Analysis .......................................................................................................................................... 4 Emergency Action Plan .................................................................................................................................. 4 Incident Action Plan (IAP) ............................................................................................................................... 5 Determine Impacts on Community .................................................................................................................... 5 Laws and Ordinances ................................................................................................................................... 5 Legal and Liability Exposures .......................................................................................................................... 5 Training ..................................................................................................................................................... 6

EVENT CONSIDERATIONS .............................................................................................................................. 6 Spectator Management ................................................................................................................................. 6 Health & Safety ........................................................................................................................................... 9 Security & Terrorism .................................................................................................................................... 11 Vendor Management .................................................................................................................................. 12 Volunteer and Participant Safety and Risk Management ............................................................................... .......12 Alcohol Consumption & Liquor Liability ........................................................................................................... 13 Temporary Structures ............................................................................................................................ .......13 Abuse Prevention ....................................................................................................................................... 14

POST EVENT ANALYSIS ................................................................................................................................ 14APPENDIX ................................................................................................................................................... 15

The purpose of this Risk Management Guidebook is to provide our Philadelphia Insurance Companies’ (PHLY) customers with information and tools for preventing and controlling loss potential for Special Events.

Please take time to review these materials and integrate them into your ongoing risk management efforts.

If you would like additional Risk Management assistance, please contact PHLY’s Risk Management Services Department at PHLYRMS@phly.com, 800.873.4552, or by visiting us at PHLY.com/RMS.

SPECIAL EVENTS

Risk Management Services

IntroductionSpecial events are a common occurrence among organizations and individuals. Whether it is a rock concert, carnival, fundraising event, employee holiday party, or a wedding, special events are a unique, non-routine activity that can provide benefit to the organizations or individuals who organize them and much enjoyment for those who attend and participate. Like many things in life, along with the benefits come risk and a host of exposures for organizers, attendees, and participants.

The purpose of this guidebook is to provide the event organizer, whether an organization or individual, with information on how to mitigate risk associated with large special events. In general, large events are defined as those with over 500 attendees. This is a soft cutoff, as some events may have fewer in attendance but present hazardous exposures that may require the organizer to manage them as a large event. Likewise, others may have over 500 present but have rather innocuous exposures, which would not require them to be managed with much complexity. Since it is impossible to contemplate all the possible types of special events, the concepts provided within are more generalized and are not exhaustive. These concepts, however, address many of the key areas where risk lies. Likewise, not all concepts will apply to every event. It is up to the event organizer to determine which concepts to apply based on the exposures present for their specific event.

A notable amount of the information in the guidebook comes from the Federal Emergency Management Administration’s (FEMA) “Special Events Contingency Planning” manual (2010 edition) that can be found at http://psai.org/wp-content/uploads/2013/07/SpecialEventsPlanning-Job-Aids-Manual-2010.pdf. This FEMA manual is the source for statistics and numerical guidelines presented here, unless otherwise indicated. Some job aids that are referenced in this document are also taken from this manual. Other tools referenced come from those developed by Philadelphia Insurance Companies (PHLY) at PHLY.com.

This Guidebook has three main sections: Planning, Event Considerations, and Post Event Analysis. In addition, there are more detailed tools and reference material available at PHLY.com, in the Risk Management Services section, under “Special Events.” This includes resources made available by permission from the DuPage County (IL) Office of Homeland Security and Emergency Management.

PlanningThis section will walk through much of the risk management-related planning that needs to be considered up front for special events. Having a solid plan in place helps to reduce the potential of costly mistakes and oversights that could occur later in the process. Another benefit to planning is that issues identified in this stage are less costly to fix than after the fact when the event is up and running.

Determine the ScopePlanning should begin by determining the scope of the special event. Consider the following.

• Type of event and activities present• Dates and duration of event (including time to set up and take down)• Type and size of space needed• Additional, separate space needed from the main event

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Select the Planning TeamIt is important to establish a multi-disciplined team in order to cover as many considerations as possible, which will help ensure a safe and successful event. This team will likely consist of the organizer and/or event promoter, public safety officials, and other stakeholders (e.g., other representatives of the organization putting on the event, community members affected by the event, and those involved with event execution). This team approach brings the appropriate knowledge and expertise to the table to help vet as many foreseeable issues as possible. It also promotes a sense of representation and ownership.

Select the VenueThe success of the event can hinge on the adequacy of the venue. One significant item that needs to be considered is the venue’s appropriateness for what is taking place. Many considerations for the event will have an effect on the venue chosen. Some examples include:

• Number of attendees expected• Time to set up and take down• Number of staff needed• Health and safety implications• Indoor vs. outdoor and the degree weather will play a role• Traffic and traffic control

A venue’s layout is of particular importance since it can affect how attendees move throughout the event, along with its accessibility and associated traffic implications. It is also important to select a venue that allows for ample access for emergency personnel.

Hazard AnalysisCompleting a hazard analysis is paramount to the risk management planning process. The planning and execution phases will be affected by this analysis so it needs to be done upfront. We cannot effectively know and understand our risks without first completing a hazard analysis. It is much easier and less costly to make changes to the event in the planning stages, to address issues identified in the hazard analysis, rather than after the fact.

A hazard analysis is best done with a team approach, again to get the benefit of broadened knowledge and perspective. The referenced hazard analysis tool, ”Hazard Vulnerability Assessment” (see PHLY.com website) contains detailed instructions and the calculations associated with this process. In general, the hazard analysis process involves the following:1. Think through the event (don’t forget set up and take down) and identify foreseeable hazards. A list of common hazards can be found

on page 2-2 of FEMA’s “Special Events Contingency Planning” manual. These could be based on exposures identified for your eventand/or past information of things that have gone wrong with similar events.

2. For each identified hazard, determine the likely probability of occurrence. This is done using both qualitative and quantitative methods.The team can use general knowledge of known risk, historical data, statistics from vendors/manufacturers, and the like. A relative scoreis given to the hazard depending on how likely (or unlikely) it is to occur.

3. For each identified hazard, determine the severity (or magnitude) of its effect on people, property, and ability for the event to continue.Again, use both qualitative and quantitative methods to determine the scale/cost of a loss brought about by each hazard identified. Ascore for severity is assigned depending on how costly (or not costly) a resulting loss would be.

4. Relative risk is then obtained by multiplying probability and severity. This is automatically done in the “Hazard Vulnerability Assess-ment” tool. Thus, those risks having both high probability and high severity will score very high and those with both low probability andlow severity will result in a very low risk score. Those with high probability and low severity or vice versa will come out in between.These risk scores help identify what hazards are most threatening to life, property, and the event itself.

The completion of the hazard analysis allows the planning team to determine what hazards need to be addressed and allows for prioritizing efforts and resources. The analysis will help to determine what risks are unacceptable, and must be mitigated, and which ones are acceptable and can remain as is.

Emergency Action PlanDevelop an emergency action plan for foreseeable emergencies, such as:

• Fire• Inclement Weather• Medical Emergency• Bomb Threat• Power Outage

Use the hazard analysis just completed to identify other emergencies. Some emergencies will require evacuation. Ensure that plans are in place to safely get people out of harm’s way.

SPECIAL EVENTS - continuedIt is important to plan for the worst when developing an emergency action plan. During an emergency, it is easier to scale a plan down rather than to expand it on the fly. Establish a method to communicate an alarm to attendees that there is an emergency. This alarm should operate independent of the main power supply. A method of communication will also be needed to relay critical information to attendees. Having crucial information helps reduce confusion and relieve crowd tension. Having a method to communicate might not be as easy as one might think. At concerts for instance, the sound equipment used by the performers may not be available for event organizers to use to address the crowd. Therefore, a separate public address method may be needed.

It is also important that somebody hold the authority to postpone or cancel the event should an emergency develop. It is much easier to have someone identified in the planning stage than in the heat of the moment when an emergency occurs.

For very large events, it may be prudent to go through a table top simulation of several likely emergency scenarios. This is an efficient way to drill or test the plans developed. Determine where opportunities for improvement are needed in the plan and implement as appropriate.

Incident Action Plan (IAP)Note: Incident Action Plan job aids, to be used with the information in this section, can be found in the Special Events section of PHLY’s Risk Management Services webpage.

For very large events that could significantly tax the local authorities, an incident action plan (IAP) may be needed in addition to the emergency action plan. The IAP describes how various agencies (e.g., police, fire, department of homeland security, etc.) work together. This plan will likely be beyond the scope of the planning team, as it will be put together by those agencies. But, it may come in to play if representatives of those agencies are on the planning team. It is also important that the planning team understand the overall plan and confirm that it is in place.

The IAP will outline the responsibilities and activities of each agency in their role of securing the event, as well as responsibilities during an emergency. This will include establishing the lead agency, as well as determining their method of communicating with each other, both during normal event operation and during emergencies.

Determine Impacts on CommunityVarious groups within the community may be affected by a special event. Examples include residents, business owners, and emergency response personnel. It is important that the impacts on these groups be identified and reduced as much as possible to help ensure a successful event and content neighbors. Consider inviting a representative of those most affected to the planning team meeting. Or, invite them to be on the planning team itself, to make sure that their voices are heard and concerns addressed. While not meant to be an exhaustive list, the following are some examples of possible impacts:

• Noise concerns for residents in proximity of the event• Accessibility of local businesses in proximity to the event• Traffic implications for local community• Type of emergency support that may be needed• Degree of stress on emergency personnel• Degree of stress on waste management and utility services

Laws and OrdinancesIt is important for those planning an event to be aware of any laws, local ordinances, and life safety requirements that apply to the event. Permits may be needed for things like alcohol consumption, parades, pyrotechnics, and food service to name a few. Permits can take time to obtain; be sure to take this into account in the planning process to prevent costly delays. Find out about fees associated with the community resources tied up by the event (i.e., police presence or additional resources needed to respond to an emergency). The local municipality may require certain inspections to take place prior to the event beginning (e.g., fire inspection and inspection of temporary structures).

Legal and Liability ExposuresLike knowing the laws and ordinances that apply, it is also important to understand the legal and liability implications of the event taking place. Those putting on the event may be liable for injuries occurring at the event and acts/omissions. The entity holding the event needs to make sure that proper insurance is in place and any bonding requirements are met. Be sure that the duration of insurance coverage includes set up and take down, as these periods can have just as much exposure as the main event.

PHLY specializes in coverage for special events. Please see our website https://www.phly.com/products/SpecialEvents.aspx for more information on our products offered.

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TrainingThe type of event will determine if any training is needed for those working it. Determine what type of training will be needed, who will provide it, content, when, and how long it will take. Some examples of training that could be needed include (not an exhaustive list):

• Training on the emergency response plan for those running the event• Food safety training for those serving food• Safe liquor serving training for bartenders• Driver training for those operating specialized vehicles

Event ConsiderationsThis next section addresses more details on various considerations to take into account with many types of special events. Many of these items will be first brought up in the planning stage.

Spectator ManagementSpectator management is a broad and very important topic given that many special events will involve large groups of people.

Demographics

Those holding the event need to understand who the event is likely to draw, and plan accordingly. How many attendees are anticipated in total and at any given point during the event? Different demographic groups may require different needs. For example, will the event be more likely to draw a disproportionate amount of children, pre-teens, or the elderly? Here are some examples of things that could come up, to provide an idea of the extent of considerations:

• Having children in attendance will elevate the need to control hazards at their height, like moving parts, electrical cords, etc. Morechildren may present a need for more family washrooms. It may also require more attention to the process for dealing with lost children

• Pre-teens may only want their parents to drop them off and pick them up from the event, but not actually be at the event with them.Consider the need for an area, away from the actual event, where parents can drop their children off and then wait for them at theconclusion of the event to pick them up

• The elderly are more susceptible to slip/trip/fall type hazards. They may also require more medical assistance

Have applicable Americans with Disabilities Act (ADA) considerations been met? Will attendees at the event be more inclined to engage in alcohol consumption and/or drug abuse? Could the event draw protesters or angry people that need to be managed? As one can see, knowing who will be coming to the event is very important.

Traffic, Parking, and Transportation

Traffic, parking, and transportation related to the event can be a significant consideration depending on the event’s size, location, general layout, and proximity to the local community. The effectiveness of how it is managed sets the tone for how attendees will perceive the event. Traffic management, for instance, is one of the first things those attending the event will see. Sitting in long lines of traffic for unreasonable amounts of time can make attendees frustrated and subsequently view the event negatively.

Traffic planning should be done early on in the process and may require a separate subgroup of the planning committee to address. This group will likely involve local public safety officials. In cases where the traffic impact on local streets will be significant, a traffic planning expert may be needed. Communication with the local community about an event’s traffic implications is important. Work with the municipality to set up signage for alternate routes and work with a local AM radio station to communicate with the community.

Parking arrangements need to be considered. A general rule of thumb to estimate the number of vehicles coming to an event is one vehicle for every three attendees. Several main things to consider related to parking include:

• Location relative to the main event – immediately adjacent or offsite? If offsite, how will event attendees get to the event from theparking lot? Note that parking in immediate proximity to event may require vehicle screening, if there is a risk for terrorism

• Capacity of primary parking – will it hold the number of vehicles expected? Will overflow parking be needed? If overflow parkingis not possible, what impacts on the local side streets will result?

• How will traffic and pedestrian areas be segregated/delineated in the lots? What kind of signage is needed to direct attendees toparking spaces and pedestrians to the event?

• What is the condition of the lot and the walkways between the lot and the event? What hazards are presented? For example, is it adirt lot with many potholes creating trip hazards? Could it be especially muddy? Any ADA concerns?

There are many details that need to be considered for both traffic and parking. For more information, see pages 2-16 through 2-20 of FEMA’s “Special Events Contingency Planning” manual. It includes a checklist the traffic planners can go through, along with considerations that need to be taken into account when designating parking.

Transportation in and around the event under the control of the organizer needs to be considered. Some special events require transportation via shuttle buses to take guests from offsite parking lots to the main event, for instance. There may also be vehicles operated by those working the event. When vehicles are involved, it is important that sound automobile risk management principles are in place given the exposure vehicles present to guests, workers, and the general public.

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The vehicle itself is also an important consideration. The organization should only allow properly maintained vehicles to be utilized. A vehicle safety checklist should be completed prior to use. See “Fleet Vehicle Preventive Maintenance Form” on PHLY.com for an example. If vehicles are donated by other companies or private individuals, the organization putting on the event needs to make sure these autos are adequately insured and are in good working order. Review proof of insurance and ensure adequate limits.

In some cases, transportation may be contracted out to a third party. If this is the case, be sure to review the section on “Vendor Management” further down in this guidebook.

Automobile risk management is a very large and broad topic. What was introduced above are key items to think about as auto relates to special events. For more information on automobile risk management, see “Guidebook – Business Auto Fleet” on PHLY.com.

Ingress/Egress

Determine how attendees will enter and exit the event. Carefully planned ingress and egress points not only help ensure smooth event operation, but also provide a means for evacuation in the event of an emergency.

Entrances serve purposes other than the obvious, allowing guests to enter the event. They provide a means to establish order and supervision through directing the crowd. Entrances can be used as a point to screen guests for items not permitted in the event (e.g., weapons) and allow access to the event by emergency responding authorities. Entrances may become an exit at the end of the event or when evacuation is necessary. Both entrances and exits need to be clearly marked, maintained in working order, and compliant with ADA.

The adequacy of egress has significant implications on life safety. When planning an event, organizers need to ensure that an adequate number of separate, unobstructed means of safe egress exist for the number of guests and workers anticipated. Exits should never be locked. If illegal entry is of concern, then exits should be outfitted with alarms. Exits need open out in the direction of egress. If a door does not lead to an exit, it needs to be labeled as such to prevent confusion and the panic that would result in an emergency.

See pages 2-11 – 2-13 of FEMA’s “Special Events Contingency Planning” manual for more details on considerations for entrances and exits.

Crowd Management

Crowds can be tricky since the behaviors exhibited by members in a crowd may be entirely different than a rational person would behave individually, outside of a crowd. This is brought about by deindividualization, or a loss of self-awareness brought about in situations of anonymity. This makes members of crowds more prone to lessening individual restraint, impulsive actions of gratification, and in some cases destructive behavior. Thus, managing crowds at special events is very important.

Ensuring that the layout of the event maintains desirable crowd densities helps to keep order and reduce anxiety among those present. Page 1-9 of FEMA’s “Special Events Contingency Planning” manual highlights a study by Fruin (1981) that says approaching critical crowd densityis a characteristic of crowd disasters. Fruin’s study concluded that this critical density is 5.4 square feet of standing floor space per person.As space approaches this point, the propensity for problems rises significantly. Thus, instances where guests are at or below this level ofspace should be minimized when possible. In cases where it cannot be avoided, additional controls may be needed (i.e., more intensemonitoring and pre-emptive intervention when crowd pressures develop).

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When it comes to vehicles operated on behalf of the event, one needs to consider risks associated with the driver and with the vehicle itself. Drivers need to be screened to help ensure those operating vehicles on the event organizer’s behalf are acceptable. This includes a review of their Motor Vehicle Record (MVR). The driver can obtain his/her MVR from the state Department of Motor Vehicles (DMV) and provide it to the organization for review. Alternately, the organization can utilize a background check agency to obtain MVRs. If the latter is chosen, it is important that the driver sign a release giving the organization the ability to obtain their MVR (see TB 3100 “Authorization to Release Information” on PHLY.com for an example release). Intellicorp, a background check service, offers competitive pricing to PHLY customers for MVRs. See https://www.intellicorp.net/marketing/branding/phly2/default.aspx for more information. Establish criteria to determine what constitutes an acceptable versus an unacceptable driving record. See example PHLY criteria on PHLY.com. Drivers that do not meet minimum standards should not operate vehicles. Driver screening should also include prior experience with the vehicle needing to be driven. This may not be an issue with cars or SUVs, but some events may require 15-passenger vans or shuttle buses that introduce different risks. For more information on 15-passenger vans, see TB 4100 “Fifteen Passenger Vans – Are They Safe” and “Online Interactive 15-Passenger Van Training” on PHLY.com. Driver training may be necessary depending on the types of vehicles being utilized at the event. See “Online Interactive Driver Training” on PHLY.com for general defensive driver training.

SPECIAL EVENTS - continuedHere are some of the points of reference offered by Fruin to give perspective.

• 25 square feet per person – people can maintain normal walking speed and are able to pass and avoid other people• 5 square feet per person – movement by people is reduced to shuffling gait and the group has to move together (i.e., group exiting a theater)• 3 square feet per person – involuntary contact or brushing up against others occurs, a behavior avoided in normal social situations

except for packed buses, elevators, or trains for example• Below 2 square feet per person – dangerous crowd forces and psychological pressures develop

For events that require tickets, the ticketing function is one of the first methods of crowd control. If advanced ticketing is utilized, the organizers are able to get an indication of how many guests will be present and can plan accordingly. Advanced ticketing can also be a medium to relay important information to attendees that will make the event run smoother. Consider having multiple entrances/ticketing areas to reduce the amount of people at any one entrance; perhaps have an assigned entrance. If possible, staggering entrance times can also help reduce the number of guests going through at any one time.

Barriers should also be considered when managing crowds. There are two types: physical and psychological barriers. The former is an actual structure to contain the crowd and should be capable of withstanding crowd surges. The latter is a soft indicator like rope or tape and would only be appropriate for orderly crowds. Plans need to be in place to address a situation where the crowd breaches a barrier. The organizer needs to consider what type of barrier is appropriate. Is the barrier also capable of sectioning off people so that emergency responders can access key areas?

In cases where that critical crowd density figure is being approached and is unavoidable, consideration may be needed help diffuse tension. Certain techniques can be used to “distract” attendees away from the fact that they are waiting in a long line with many people around. Examples include playing up beat music or have vendors selling food or beverages to help make the situation more comfortable, among others.

At events where attendees are focused on viewing one central act, the ability to view it from the crowd becomes a big factor. Members of the crowd not able to see well may be inclined to push their way forward to get a better view, thereby increasing density of people and potential problems. When planning an event, try to ensure that a clear line of sight is present from all areas where spectators might be positioned. If that cannot be achieved, then be sure to warn spectators of that fact prior to the event. The use of large video screens may also help with the issue of limited viewing.

Proximity to Hazards

If the special event involves potentially hazardous activities, care needs to be taken in establishing where spectators will be placed. Examples are events involving automobile races, shooting, pyrotechnics, pumpkin chunking, and the like. The hazard assessment done in the planning period will assist with revealing these issues. The specifics of what is needed will vary greatly depending on the event; hence, specific guidance on protection is well beyond the scope of this document. The following outlines some general things to keep in mind.

Protecting spectators from a hazard can be achieved essentially by three methods of guarding: distance, positioning relative to hazard, physical barrier/device, or any combination of the three. Be sure to consider not only the hazards presented by the normal activity performed as planned, but also the hazards present if something unplanned occurs. In a fireworks display for instance, we anticipate a certain level of hazard when the devices explode as intended in the air. But what if the device accidentally explodes at ground level? What implications would that have on where one places spectators?

• Distance – May be most appropriate if the activity is readily seen from afar. If projectiles are a concern, in what direction will theygo? Is the space between the closest spectator and the activity large enough to where projectiles will not reach? If noise or heat isan issue, will this distance allow for enough dissipation? Take fireworks displays for example. Observers should be far enough awayfrom the launch point to where if a device exploded accidentally at ground level, it would not create a hazard to those watching.Observers should also not be too close to where noise is at a hazardous level

• Positioning – In some cases the orientation of the spectators with respect to the hazard may provide adequate protection. As a basic,obvious example, in shooting events spectators would be located behind those firing guns since the hazard is down range. Be surenot to forget instances where hazards arise when things do not go as planned. While position may be appropriate in normal eventoperation, it may not provide the protection needed when something unintended happens

• Physical barrier – These may be more appropriate in cases where spectators need to be closer to the action, thereby making distanceinfeasible. Is the barrier of the type most appropriate to protect from the hazard? Has it been designed correctly and in accordancewith best practices? In automobile racing for instance, there are specific requirements for the taunt cables, fencing, and concrete wallsthat separate the race cars from the spectators. Has the barrier been maintained? Can it withstand the forces to which it could besubjected? Does the barrier have any life safety/egress implications? If so, can it be breached in an emergency to allow for egress,or will the evacuation plan need to establish other routes of exit?

As one can imagine, some of the requirements for these methods of guarding may get quite technical and an expert may need to be retained to determine such matters.

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Health & SafetyThe health and safety of event attendees, workers, and the general public surrounding the event is critical, and the degree to which this is managed will have direct implications on the success of the event. Many of us can think of infamous events which are remembered by some tragedy that occurred. These memories can taint an event for years to come.

This section presents a broad overview of items to consider with respect to health and safety. Note that it is not exhaustive; there may be other issues identified during the hazard analysis. The other sections of this guidebook present health and safety related items as well.

Medical

Medical-related issues and emergencies are an exposure that transcends all types of events. Hence, the need for medical assistance at an event needs to be considered. It is not only a consideration for humanitarian reasons, but for liability implications as well. Onsite medical assistance also helps reduce the strain on local hospitals and emergency response personnel. It has been found that there is a greater incidence of illness with a group at a special event than a group of comparable size in the general population. This is due to a variety of factors present at events, examples being exposures to heat, dehydration, and alcohol use. It has been estimated that between 0.3% and 1.3% of event attendees will require some form of medical assistance. Medical care provided at an event has to be at least as good as that available in the surrounding area.

The degree of onsite medical support needed is going to vary upon several factors: attendee number, demographics, and exposures present at the event (e.g., climate-related, activities, potential for terrorism, etc). Generally speaking, events with fewer than 500 attendees in close proximity to emergency response/hospital services do not require onsite medical care. Once the number goes above 500 though, the need becomes more apparent. See table titled Guide to the Provision of Medical Aid on page 2-40 of FEMA’s “Special Events Contingency Planning” manual.

The table referenced is just a general approximation based on number of guests. The event organizer should consider other factors when determining the need for medical care and should consult with medical personnel familiar with similar events to determine need. The demographic group attending the event is a main consideration. Events having a disproportionate amount of elderly or very young children in attendance will have more need for care. Exposures associated with the event itself will affect the need as well. Events held outdoors with a propensity for extreme heat or cold need to be considered. In those cases, heat exhaustion, dehydration, or hypothermia may be a concern and more prevalent. Those events involving attendee participation in physical activity might lend itself to a heightened need for medical assistance. Festivals and other events where alcohol or potential for drug use is present will create more of a need for medical attention. In fact, illness related to alcohol and drug use represents about 10% of the cases of medical treatment at events. Another consideration is the exposure of terrorism at an event and the consequence of mass casualties.

Along with deciding whether or not onsite care is needed, the organizer has to determine the level of care required.• Basic – first aid• Intermediate – first aid plus IV therapy and oxygen• Advanced – life support and early management of severe trauma• Site hospital – full monitoring, ventilation, and resuscitation capability

Again, the event organizer should consult with medical professionals familiar with similar events to determine the level of care needed for a particular circumstance.

Pages 2-34 through 2-43 of FEMA’s “Special Events Contingency Planning” manual outlines more details on the medical subject.

Weather

Weather will affect nearly all events in some fashion, although its degree of impact will vary depending on if the event is indoor or outdoor, climate zone of the country, and season. An event’s success can hinge on how well the planning organization deals with various weather scenarios. The impact of weather-related incidents need to be identified in the planning stage and addressed accordingly.

In the case of outdoor events, the impact of possible weather scenarios can have an effect on what types of temporary structures are put up and emergency plans for getting attendees to safety depending on the circumstance. Two main hazards related to weather are lightning strike and high winds. For instance, a large tent sheltering people during a thunderstorm could be struck by lightning, thereby causing people to be electrocuted underneath. High winds could collapse temporary structures, like a stage for instance, and cause mass casualties. Again the impacts of weather on the design, layout, and emergency plan for the event need to be vetted during the hazard analysis in the planning stage. It is also important to develop a backup plan for the venue, if the primary venue is sensitive to weather

Events where weather has significant implications may require constant monitoring of weather with a NOAA radio, computer, or television for instance, at the incident command center. Those running the event will need to know when to make the call to initiate the emergency action plan related to weather incidents. There will need to be a system to communicate with attendees where to go in the event of a weather emergency.

SPECIAL EVENTS - continuedGeneral Site Safety

Consideration needs to be given to those items that make up premises safety. These items should be identified in the initial hazard analysis. While not meant to be an exhaustive list, the following are many common considerations for premises safety.

• Slips, Trips, and Falls – Efforts should be made to design the event space to prevent slip/trip/fall hazards as much as possible.Examples of such hazards include uneven ground/walkways, potholes, cords/wires crossing walkways, water or ice, unprotecteddrop offs, abrupt change in walking surface composition that provides more or less friction, and the like. Preference should be givento engineering these hazards out of the space as much as possible. For those hazards that cannot be engineered out, it may benecessary to warn patrons of them with signage or contrasting color. For details on slip/trip/fall prevention tools, please refer toPHLY’s “Slip, Trip & Fall Prevention Guidebook” and “Slip, Trip & Fall Assessment” at PHLY.com

• Equipment – Understand what equipment is going to be present at the event and hazards it poses to guests, if any. The types ofhazards presented by the equipment will determine what kind of controls need to be put in place. Equipment may need to be isolatedfrom guests all together, such as relocating it to a far end of the venue out of the way. In cases where the equipment needs to be nearpeople, controls like restricting intentional and unintentional access or guarding moving parts may need to be provided for. Electricalis a specific hazard associated with equipment that will need to be considered. Ensure that that any electrical installations are doneby a qualified electrician pursuant to NFPA 70 – National Electric Code

• Fire Safety – The nature of the event will determine how much consideration needs to be taken with respect to fire safety. An eventinvolving fireworks is going to be approached differently than wine tasting. Know the local fire codes in affect in the venue of theevent. Mitigate combustible fuel loading through good housekeeping, removing refuse in a timely fashion, and limiting the use ofcombustible structures (i.e., wood) and combustible wall coverings. Be sure to control ignition sources like open flames and smokingand keep any ignition sources away from combustibles. Smoking will need to be controlled to designated areas that do not presenta hazard. High fire exposure events in remote areas may require consideration for additional water for firefighting, if it is not readilyavailable. For large events where fire is a concern, consider enlisting the assistance of the local fire department to conduct a pre-event fire safety inspection, if not already required

• Hazardous Materials – Like equipment, understand what hazardous materials are going to be present at the venue, if any, and whattypes of hazards they present. Such items will have to be secured away from patrons with restricted access. Be sure that applicableSafety Data Sheets (SDS) are kept onsite in case a response is required to a chemical incident. Employees and volunteers may needtraining on the types of hazardous materials present, the affects they can have on people, how they can protect themselves fromexposure, and finally how to respond to accidental release

• Animals, Insects, and Plants – Outdoor events will require consideration to be given to hazards presented by wild animals, insects,and plants. Know what hazards flora and fauna indigenous to the venue present, including any diseases they may carry. Aninspection prior to the event may be needed for pests, such as snakes. If medical personnel are needed at the event, ensure that theyare aware of the hazards presented in case they need to treat guests for exposure. If the event is going to have domesticated animalspresent, rules/procedures for their control and handling of waste will have to be established. Consult with the local animal controloffice or shelter for more guidance on this subject

Food Safety

If food is going to be served, food safety will be a very important consideration. Improper storage, handling, and cooking of food can pose a serious threat of foodborne illness to a large number of people. In the planning stages of the event, one will need to explore the quantity of food that will be needed, the type of food to be served and associated hazards, and the requirements for its proper storage, handling, holding, and serving.

Ensure that those preparing food, whether a vendor, volunteers, or employees, are qualified to do so for large numbers of people. It is good practice for those preparing food to have completed some form of food safety training. Food preparation areas need to be sanitary, easily cleaned, and adequate to prevent contamination. With regard to the latter, cramped preparation areas and/or areas with limited preparation equipment make it hard to separate where raw food is handled versus ready to eat food, thereby increasing the risk of contamination. Special considerations will need to be made to ensure that the areas are kept sanitary.

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Prep areas will have to include hand washing areas for the sole use of food handlers, with potable water and appropriate detergents. Provisions need to be made for storage and holding of food at proper temperatures. If the event is large enough where food has to be transported, considerations have to be made to maintain proper holding temperatures and to prevent cross contamination during transit.

Refer to pages 2-25 through 2-27 of FEMA’s “Special Events Contingency Planning” manual for more specifics on food handling.

SPECIAL EVENTS - continuedOther Miscellaneous Health & Safety Considerations

• Potable Water: Ensure that an adequate supply of potable water is available for drinking and hygiene. One guideline suggests thateach person needs 21 quarts of potable water per day, 5 of which is for drinking. Other considerations, like the ambient temperatureof the event, need to be taken into account when estimating the amount of water needed. From a hygiene perspective, potable wateris needed for wash room and first aid/medical facilities, as well as for food handlers. Make sure that potable water is secure andcannot be contaminated, intentionally or unintentionally

• Toilets: When the existing bathroom facilities are not adequate for the number of people at an event, additional portable facilitieswill be needed. The number is going to depend on the amount of guests, duration of the event, and whether or not alcohol is beingserved. Refer to pages 2-28 – 2-30 of FEMA’s “Special Events Contingency Planning” manual for more details, including estimates onthe number of facilities needed

• Waste Management: Provisions need to be made for the collection and removal of refuse from the event. Visitor density at someevents may be so great that bulk refuse removal vehicles may not be able to gain access. Alternatives will need to be explored likedesignating bulk collection points where full receptacles are taken and bulk removal vehicles can remove them at designated timesor at event conclusion. Food waste receptacles should have covers, particularly in hot weather. The timely removal of food wastecan mitigate the exposure to disease and pests. Be sure to consider the proper removal of hazardous and clinical wastes as well, ifpresent

• Lost Children: Children at large events have the possibility of being separated from their parent/guardian. It is important to considerhow these situations will be handled. Consider establishing meeting place(s) where children can be reunited with a parent/guardian.If there is question about who has legal custody of the child, it is best to consult with local law enforcement

Security & TerrorismSecurity requirements are going to differ by events. Some factors that determine the level of security required include the size, demographic, degree of event significance, and presence of VIPs/dignitaries, among others. Decisions will need to be made as to what type of security is appropriate and precautions necessary for the risk of terrorism.

In general, there are three types of security used at large events. These are peer security, private uniformed security guards, and uniformed police officers. The pros and cons of each type need to be considered when deciding which is the most appropriate for the event. Some events use one type and others may use a combination of two or three types.

Peer security personnel are found typically in events with a youthful demographic. They are the approximate age of the guests, have a less confrontational demeanor, which allows them to build rapport with guests. They are typically identified by a bright colored shirt identifying them as security. They do not fill a police role. They do not carry weapons. They are there to observe crowd activities, offer assistance to patrons when needed, troubleshoot, and allow for an orderly crowd flow.

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Private uniformed security guards are hired from a security firm. They provide a higher level of security than peer security, but are more appropriate in events that have more docile attendees and/or in roles that are non-confrontational. Their services typically cost less than having a uniformed police officer onsite. Using private uniformed security can be tricky in some cases since they can cast an authoritative presence that is not backed up by the law. The authoritative appearance does not achieve the same rapport as peer security and their lack of power under the law does not make them as effective as a uniformed police officer. The use of armed uniformed security guards is discouraged given the liability implications that it presents. It is important to hire a reputable security firm. See subsequent section on “Vendor Management” for more information.

Uniformed police officers provide the highest level of security of the three. They have an authoritative appearance and the power to enforce the law. They are typically most appropriate in events where the attendee demographic is not docile to begin with and violent acts are a possibility, or a demographic that may be docile when first arriving but may become more agitated during the event (i.e., when under the influence of alcohol or drugs).Whichever level of security is chosen, it is important that their roles are clearly defined in the planning stages prior to the event. This also needs to include how the three types will interface with each other (if more than one type is being utilized), how they interface with local law enforcement, and how they will interface with the private security detail of VIPs (celebrities and dignitaries) if applicable. Defining roles is important to ensure that security does not overstep their level of authority, particularly with peer and private uniformed guards. For more information on security and considerations, see pages 2-60 through 2-62 of FEMA’s “Special Events Contingency Planning” manual.

SPECIAL EVENTS - continuedSpecial events can be ample targets for terrorist activities given the large numbers of people present. It is important to consider the risk of terrorism during the hazard analysis stage. Having a firm understanding of the event and the type of people it will attract will help determine the level of exposure to terrorism. There are various reasons terrorists could attack an event, including religious or political significance, amount of people present, degree that event is publicized and covered by media, presence of VIPs, and the like. Event planners should consult with local law enforcement and FBI office about terrorism and what event staff should know. Consideration should be given to how suspicious packages and any threats received will be handled. Where terrorism could be a notable issue, planners should consider reviewing the results of their local “threat and vulnerability assessment,” which was mandated by the federal government as part of homeland security preparedness efforts.

Vendor ManagementMost special events are going to involve some use of vendors for various services. They can be used for erecting temporary structures, security, housekeeping and waste management, food and beverage preparation and serving, music, special activities, amusement rides, and many others. Vendors do present exposure that must be managed. While not exhaustive, the list below contains some key items to follow when it comes to vendor management.

• Be sure to do the research and hire a reputable vendor qualified for the service they will provide. Check references• Confirm that each vendor has the appropriate insurance coverage for the service they are providing with adequate limits in force. This

is done by obtaining copies of their certificates of insurance and involves confirming the presence of general liability and workers’compensation coverage. It may also involve confirming the presence of specialized coverages, like that which covers liquor liabilityfor those vendors serving alcohol, or automobile coverage for those providing transportation services. The event organizer shouldconsult with their insurance agent/broker for specific guidance on what specialized coverages may be needed and for an opinion onappropriate limits to have in place

• The event organizer should be listed as a named additional insured on the vendors’ insurance policies• Contracts with vendors should contain hold harmless and indemnity agreements in favor of the event organizer. Refer to PHLY’s

“Independent Contractor Agreement Components” document at PHLY.com for example hold harmless language and statements oninsurance requirements

• Confirm that vendors have safety and health programs in place• In cases where the vendor may have an elevated exposure to children or “at risk” adults, confirm that they have done background

checks on their employees. Determine if they have a process for preventing abuse• Formally communicate expectations to vendors at the event, including items like site safety and site rules. This also involves sharing

relevant information related to emergency planning and the like

Volunteer and Participant Safety and Risk ManagementThe services of volunteers are utilized in the operation of many special events. Using volunteers introduces additional exposure to the event organizer that must be managed. Event organizers can be held liable for injuries sustained by a volunteer during the course of his/her work at the event as well as any acts that a volunteer carries out. PHLY’s “Volunteer Risk Management Guidebook” at PHLY.com provides details on managing the exposures volunteers present. In summary, a good volunteer risk management program includes the following.

• Screening: The event organizer needs to screen volunteers. There should be an application and interview process in place. Screeningalso needs to include a criminal background check and a sex offender check if there is the exposure to working with children or “atrisk” adults. If volunteers are going to be driving on behalf of the event organizer, a Motor Vehicle Record (MVR) review should be apart of the screening process to help ensure that the organizer is putting qualified drivers on the road. Use PHLY MVR decision makingcriteria to determine what constitutes an acceptable MVR. Intellicorp, a background check service, offers discounted pricing to PHLYcustomers for background checks. See https://www.intellicorp.net/marketing/branding/phly2/default.aspx for more information

• Volunteer Work Description: Formally document the nature and scope of work volunteers will be doing. This work description canbe shared with potential volunteers during the screening process so that they have a clear understanding of what they will be doingbefore committing. The work description also allows the event organizer the opportunity to consider the risks that are presented tovarious volunteer positions and ways to mitigate those risks

• Waiver: Volunteers should sign a release from liability agreement. This document outlines the rules that the volunteer is expected tofollow and helps defend the event organizer from liability should the volunteer get injured. PHLY has an example form titled “VolunteerAgreement and Release from Liability” at PHLY.com to assist

• Volunteer Health & Safety: Identify the foreseeable safety hazards to which volunteers are exposed and ensure that they arecontrolled, by removing them altogether or having protocols in place to reduce the exposure they present. This will likely include someform of training for event volunteers on applicable hazards and how they can protect themselves. Make sure that the work volunteersare asked to do is not beyond their capabilities

• For events where attendees are going to participate in some activity, like a basketball tournament or a bicycle race for example, it isgood practice to have them sign a waiver that they are assuming the risk associated with that activity. PHLY has an example waivertitled “Generic Release Form” at PHLY.com to assist. Also, PHLY’s Waiver Saver webpage provides additional waiver risk reductionideas and resources

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SPECIAL EVENTS - continued

Consult with the organization’s insurance agent/broker to confirm that the insurance in place covers liquor liability. The policy in place may not cover liability stemming from the serving of liquor, or some policies may restrict coverage in certain situations, like when liquor is sold for consumption at an event for instance.

Temporary StructuresMany events will have temporary structures erected. They are designed to be quickly assembled and disassembled and thus may not be designed with as high of a factor of safety as permanent structures. Given the possibility of weather related issues affecting these structures, wind and lightning in particular, and propensity for overloading when a number of people are present, special attention has to be paid to the exposure temporary structures bring.

Common temporary structures found at events include stages, bleachers, tents, platforms, walkways, and the like. This also can include items like ropes courses, climbing walls, and other amusement related structures. Ensure that those responsible for providing and erecting these structures are qualified to do so. Many times a vendor will provide this service, so be sure to consult with those practices under “Vendor Management” in this document. In cases where complex structures are being set up, it would be a good idea to have a local building codes inspector present to confirm conformance with local codes and engineering specifications. Some jurisdictions may require a permit and inspection, depending on the nature of the structures.

Structures need to be designed for their intended purpose as well as foreseeable deviations from that purpose. For instance, a stage should be able to support not only the performers and equipment, but should also be able to support additional loading like if spectators were to rush the stage. Temporary structures need to be well maintained and inspected per manufacturers’ recommendations. Temporary structures are particularly susceptible to weather conditions. High winds could lead to collapse and lightning could lead to electrocution of those under the structure like a tent. Numerous events have become infamous due to a catastrophe involving a structural issue brought upon by weather. It is important that these hazards are taken into account and the structures are designed and erected with them in mind.

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Alcohol Consumption & Liquor LiabilityProviding alcohol at an event introduces additional exposures that need to be understood and managed. Serving alcohol can create civil and/or criminal liability for the event host. If, for instance, an individual was over served at an event, drove home intoxicated and got in an accident injuring themselves or others, the event host could be held liable. Furthermore, if the event host broke laws around alcohol consumption, such as serving to an individual under the legal drinking age, the host could be criminally held responsible. Therefore it is important to understand the local laws around liquor consumption and the liability for event hosts when alcohol is served. While not exhaustive, the following are some good practices that should be implemented when serving alcohol.

• Provide alcohol awareness training to those individuals who will be serving alcoholat an event. If a vendor is being utilized to provide the alcohol, confirm that theirstaff has taken such training. Also consider providing alcohol awareness trainingto those greeting guests into the event so that they can identify and react to thosearriving already intoxicated. Likewise, consider training anybody that would be in aposition of interacting with patrons prior to them going to their vehicles at the end ofthe event, like valet parking staff and those shuttling patrons between the event andthe parking lot. These individuals can intervene by suggesting that the guest takealternate means of transportation if intoxicated and need to know when it is necessaryto call local law enforcement (if not present at the event already). There are severaldifferent organizations that offer alcohol training. One is TIPS (Training for InterventionProcedures by Servers of Alcohol). PHLY customers have access to a $5.00 discountper user for the TIPS online course.See http://content.losscontrol.com/epic/services/TIPS.html

• Be sure to have any applicable legal requirements in place related to alcohol, like aliquor license for instance, if selling alcohol

• Only serve alcohol to customers of legal drinking age. Be sure to confirm that patronsare of legal drinking age by checking photo identification

• In events where guests can participate in hazardous activities, like shooting firearmsfor instance, event organizers should prohibit the consumption of alcohol by thoseparticipating until after they have finished the activity

• Refuse service to those who are visibly impaired• As “conceal and carry” becomes more prominent, prohibit the carrying of firearms at

an event, especially when alcohol is served• Provide complimentary non-alcoholic drinks to designated drivers• Stop serving alcohol at least 30 minutes prior to the end of the event• Identify taxicabs and/or designated driver programs in the community so they can be

called upon if needed to provide safe transportation to intoxicated guests

SPECIAL EVENTS - continued

800.873.4552IMPORTANT NOTICE - The information and suggestions presented by Philadelphia Indemnity Insurance Company in this e-brochure is for your consideration in your loss prevention efforts. They are not intended to be complete or definitive in identifying all hazards associated with your business, preventing workplace accidents, or complying with any safety related, or other, laws or regulations. You are encouraged to alter them to fit the specific hazards of your business and to have your legal counsel review all of your plans and company policies.

PHLY.comPhiladelphia Insurance Companies is the marketing name for the insurance company subsidiaries of the Philadelphia Consolidated Holding Corp., a Member of the Tokio Marine Group. Your insurance policy, and not the information contained in this document, forms the contract between you and your insurance company. If there is a discrepancy or conflict between the information contained herein and your policy, your policy takes precedence. All coverages are not available in all states due to state insurance regulations. Certain coverage(s) may be provided by a surplus lines insurer. Surplus lines insurers do not generally participate in state guaranty funds and insureds are therefore not protected by such funds. | © 2007-2015 Philadelphia Consolidated Holding Corp., All Rights Reserved.

Ed. 072017

Abuse PreventionThe need to formally address abuse prevention at a special event is going to vary by event type. If event workers (employees, volunteers, or contractors) are going to be working closely with or alongside “at-risk” individuals, like children or disabled adults, there is a need to address this exposure. Organizations putting on an event with this exposure may already be familiar with it, and thus should have best practices to mitigate this risk. However, if this is not the case, or if the organization normally does not have this exposure, then the following will need to be considered to prevent abuse.

• Be familiar with and meet all statutory requirements related to abuse and neglect. These laws and definitions tend to vary by state.So it is important that an organization is familiar with those pertaining to the state in which the event is taking place

• Prohibit interaction between confirmed sex offenders and at-risk individuals• Screen employees and volunteers working with or alongside at-risk persons. Conduct a criminal background check and check the

National Sex Offender Registry. If contactors are working with at-risk persons, confirm that their organization has completed thesechecks. If not, the event organizer should mandate that these be done as a condition of the contract. Intellicorp, a background checkservice, offers discounted pricing to PHLY customers for background checks.See https://www.intellicorp.net/marketing/branding/phly2/default.aspx for more information

• Implement policies and work procedures at the event to mitigate the exposure. The following are some examples;this list is not meant to be exhaustive

a. Prohibit unauthorized contact and communicate a zero-tolerance stance on abuseb. Employees, volunteers, and contractors need to avoid “one on one” interactions with at-risk personsc. Be sure no areas are “off limits” to parentsd. Bathrooms being used by at-risk individuals should not contain any isolated areas if possiblee. Prohibit the release of a child into the custody of an unauthorized adultf. Some events may involve overnight stays by participants rooming together. If these participants are an at-risk population,

then care needs to be taken when they are assigned to room with each other. Know participants’ backgrounds and besure to appropriately place them together so that the risk of participant on participant abuse is mitigated. Also,implement supervisory controls to restrict one-on-one interactions between a chaperone and a participant

• Provide training to those working the event on expectations related to abuse prevention, procedures established to mitigate risk, howto recognize signs of abuse, and how to respond if abuse is suspected. PHLY has partnered with Abuse Prevention Systems, a vendorthat provides resources and training on the subject. Please see https://www.abusepreventionsystems.com/ for more information

• Be sure to have a plan in place for how the event organizer will respond to abuse allegations, should they arise. This includes a planfor how allegations will be investigated, action taken, and how communication will be made with authorities, public, and the media.Have a spokesperson chosen and trained, should the organization have to communicate with the media

Post Event AnalysisAfter the event has completed, be sure to take an opportunity to learn from it. Many times the event organizer will be heading up future events, and some may be similar to the one that just took place. Imagine how much more efficient one can be during the planning stages of future events when knowledge of prior ones can be tapped. If any incidents occurred that resulted in injury, property damage, and/or interruption to the event, learning from these can help prevent them from occurring in the future.

Gather the planning team and representatives of those who worked the event. Go over what went well and thus should be repeated in the future. Cover what did not work well, investigate why that was the case, and determine opportunities for improvement. Review incident reports and determine root causes of what occurred and how these issues can be prevented. Make sure all these findings are documented so all the work done can be accurately referred to in the planning process of future events.

APPENDIX

Accident Reporting Form

Accident Review Committee (ARC) Minutes

Driver’s Accident/Incident Reporting Kit

Driver Road Testing Procedures

Passenger Incident Reporting Form

Preventive Maintenance Form

Sample Accident Evaluation Form

Slip and Fall Incident Reporting

Trainee Ride Evaluation Form

Vehicle Inspection Form

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