Safety Requirements for an Outdoor Event

In many places inside the United States, all that is required to plan an outdoor event is obtaining a permit or license. What many do not anticipate are the safety specifications that are required of event planners before the actual event will take place. The laws will vary by location, and in some cases private organizations will require an addendum of safety rules to guard against possible scenarios of litigation. Regardless of the location, it is wise to study local laws and the application requirements before planning further.

Fire Permits

• Fire safety is sometimes overlooked when grilling food outdoors; keep a fire extinguisher on hand.

  Secure a fire permit from the local fire department. Food and outdoor events go hand-in-hand, and the use of food equipment, or BBQ grills, will require special permission; a fire permit or open-flame permit will specify what precautions must be taken to ensure the safety of the general public. This should not be mistaken with the use of fireworks; which falls under different regulatory requirements.

Environmental Impact

• Make sure portable toilets are easily accessable.

  Obtain plenty of portable toilets, chairs or shelters, if facilities are not provided. Many municipalities will close or restrict use of local offices and businesses for the duration of the event to prevent damages; prepare accordingly. Establish if items such as lawn chairs, umbrellas and tents are to be carried into venue by attendees. If you plan on seating in lawn areas you may need to take measures to protect the turf, because of the high amount of traffic.

First aid

• Emergency personel are always a welcome sight, just in case soemthing does go wrong.

  Enlist the help of emergency medical technicians (EMT). Depending on the size of the crowd, it may be required to keep emergency personnel on hand in the event of a medical emergency.

Security

• Police are great at keeping crowds in order.

  Consult with local police or a private security agency about security enforcement. Again, size is the most important factor but, the type of event may present unique hazards as well. Political rallies, gathering of radical groups, even religious observations can draw animosity and, the possibility of violence must be considered for overall safety.

Communication

• Informing local authorities that alcohol will be present gives it time to take extra precautions.

  Disclose all details with local agencies. Don't overlook important details, such as allowing alcohol consumption, distribution of paraphernalia, soliciting of any goods etc. Failure to do so could present legal issues for the planners and the people attending.

Cover the Liabilities

• Insurance professionals can protect you from financial catastrophe.

  Consult with insurance professionals to establish what monetary liabilities the event would be responsible for in the event damages occur, personal or property. During the application process it will be necessary for the license to disclose what potential property damages you will be liable for under that occurrence.