Preparing for Natural Hazards: An Overview for Event Planners and Venue Operators

Beginning in 2008 as a community-wide drill to boost earthquake preparedness, the Great Shakeout has now expanded to more than 20 Official ShakeOut Regions beyond Southern California. The Great Shakeout has become such a well-known and important component of our collective safety calendar that individuals around the globe can now register and participate, and new ShakeOut Regions are being established each year. In the spirit of the season, we thought it would be a great time to discuss how event planners and operators can boost their earthquake preparedness, as well as review tips for planning to respond to other natural disasters and hazards.  

Earthquake Preparedness

Preparing events and venues for an earthquake is of paramount importance, as our spaces often host large crowds and can become potential disaster zones during seismic activity. First and foremost, event organizers and venue managers should establish clear and comprehensive emergency response plans. These plans should include designated evacuation routes, communication strategies, and designated assembly points for staff and attendees. Conducting regular drills and training sessions to familiarize staff and event-goers with your procedures is crucial to ensure a swift and coordinated response when an earthquake strikes.

In addition to well-defined emergency plans, events and venues should invest in structural reinforcements to mitigate earthquake damage. This involves retrofitting buildings to withstand seismic forces, reinforcing vulnerable structural components, and securing heavy fixtures and equipment to prevent them from becoming hazards. Regular inspections of the facility's structural integrity and the implementation of modern earthquake-resistant building codes can significantly reduce the risk of structural damage and injuries. Venues should also stock emergency supplies: first aid kits, flashlights, and food and water to sustain attendees and staff in the event of prolonged disruption are a basic starting point. By combining proactive emergency planning and structural safeguards, events and venues can enhance safety and minimize the impact of earthquakes on their patrons and personnel.

High Winds

Another hazard for many events, particularly those with temporary infrastructure, is the possibility of high winds. Preparing for high winds is essential for events and venues, as these strong winds can pose significant safety risks to attendees and cause extensive damage to structures and equipment. Event organizers and venue managers should closely monitor weather forecasts leading up to the event and have a clear wind action plan in place. This plan should outline the conditions under which the event may be postponed or canceled due to high winds. In the case of outdoor events, temporary structures like tents, stages, and signage should be designed and erected with high-wind conditions in mind, with the use of wind-resistant materials and anchoring systems. Additionally, event organizers should provide clear communication to attendees about the potential for windy conditions and outline any safety measures they need to take, such as securing loose belongings and seeking shelter.

For venues that are permanent structures, regular maintenance and inspections are critical. Inspections to prepare for high winds should include an assessment of the structural integrity of buildings, ensuring that roofs, walls, and other components are secure and can withstand high winds. Reinforcing the venue's outdoor fixtures, such as light poles, fences, and signage, can help prevent them from becoming projectiles in strong winds. Event planners should also have a clear plan for crowd management during windy conditions, including creating sheltered areas and implementing procedures for orderly evacuations if necessary. Ultimately, a combination of proactive monitoring, structural reinforcement, and effective communication can help events and venues prepare for high winds and reduce the risks associated with these weather conditions.

Heavy Rain & Flooding

Preparation for heavy rain and flooding is vital for events and venues, especially in regions prone to inclement weather. Event organizers and venue managers should begin by monitoring weather forecasts leading up to the event and have a well-defined plan for responding to heavy rain and flooding. This plan should include clear criteria for postponing or canceling the event if weather conditions become too hazardous. For outdoor events, implementing proper drainage systems, positioning equipment on elevated platforms, and using water-resistant materials can help mitigate the risk of flooding. In venues, regular maintenance checks should be conducted to inspect and maintain roof and wall structures, as well as sealing any potential entry points for water.

To manage flooding, venues and events should develop robust contingency plans for evacuations and crowd management, including the establishment of designated safe areas where attendees can seek shelter during heavy rain and flooding. Event organizers should also maintain open lines of communication with local authorities and emergency services to coordinate response efforts effectively. Investing in flood barriers and sandbags can be crucial in case of sudden downpours, as they can be used to protect entrances and vulnerable areas. By combining proactive planning, structural preparations, and effective communication, events and venues can minimize the disruption and risks associated with heavy rain and flooding.

Extreme Heat

Preparing for extreme heat is another crucial consideration for the safety and well-being of attendees at events and venues, especially during hot summer months. First and foremost, event organizers and venue managers should provide ample shade and hydration options. This can be achieved by setting up cooling stations with misting fans, offering free water stations, and encouraging attendees to bring and refill their water bottles if those items are allowed at the event. Additionally, venues should have designated shaded areas or tents where people can retreat from the sun's direct rays. Educating staff and attendees about the risks of heat-related illnesses and the importance of staying hydrated is essential to ensure everyone is aware of the potential dangers and knows how to protect themselves.

Event planners should also consider adjusting event schedules to avoid the hottest parts of the day whenever possible, taking into account high risk times such as line queuing for ingress. Adequate signage and information regarding heat safety measures, including the importance of wearing sunscreen and lightweight clothing, should be prominently displayed. In extreme heat, it's important to have medical personnel on-site and a well-organized response plan for heat-related emergencies, including first aid for heat exhaustion and heatstroke. By taking proactive measures to address extreme heat, events and venues can create a safer and more comfortable environment for attendees, reducing the risk of heat-related health issues and ensuring a more enjoyable experience for all.

Send us a note if you’d like to discuss any of these recommendations or scenarios in greater detail.