Weather-related risks & weather resilience at events #2

Ground conditions

When delivering an outdoor event or festival, deterioration of ground conditions during rainfall can lead to serious logistical challenges and hazardous conditions, as well as the potential cancellation of the event due to adverse weather. This is why festival event cancellation insurance is so important, because festivals are often events that take place largely outdoors with a large amount of people attending. The ground conditions can impact the safety and success of the event, and it is essential to take appropriate measures to ensure that the ground conditions are suitable for the event. In this section, we'll discuss the different types of measures to consider when planning an event or festival, including temporary surfaces, surface dressings, contingency planning, and ground remediation. We will also touch upon the importance of event cancellation insurance due to adverse weather - and why it is so important when managing weather related risks.

Temporary Surfaces

Temporary surfaces are often used to provide a safe and suitable ground condition for events and festivals. Common examples of temporary surfaces include matting, portable flooring, and temporary roads or “trackway”. These surfaces can be used to cover uneven or wet ground, provide a stable surface for heavy equipment, and protect grass from damage. When designing your event site, it is sensible to specify heavy duty temporary surfaces along grassed routes used by large numbers of cars, or where access is required for lorries. 

Surface Dressings

Surface dressings are materials that are applied to the ground surface to improve its properties. Common examples of surface dressings include gravel and wood chip/bark. These materials can be used to cover muddy or uneven ground, improve traction, and provide a more attractive appearance. Smaller event organisers may wish to familiarise themselves with where such materials can be obtained at short notice, whilst organisers of medium to large outdoor events often have a stock of these materials on-hand. 

Contingency Planning

Contingency planning is a critical aspect of event planning. When considering ground conditions, it is important to have contingency plans in place for adverse weather or unexpected ground conditions. For example, if heavy rain is expected, contingency plans might include laying additional temporary surfaces, providing extra drainage, or relocating certain activities. 

Ground Remediation

Ground remediation is the process of improving or restoring the ground to a safe and suitable condition for the event. Ground remediation may involve removing obstacles, levelling the ground, or treating contaminated soil. This process is essential to ensure that the ground is safe and suitable for the event. If your event takes place during heavy rain, it’s possible that damage to the ground will occur either through pedestrian footfall or vehicle traffic. You may be required by the land/venue owner to pay for ground remediation after the event - it’s usually sensible to iron this out in your venue hire contract. 

Human health and customer enjoyment

When hosting an event, the health and enjoyment of attendees should be a top priority. Adverse temperatures, access to clean water, and temporary structures are all important factors to consider when ensuring the health and enjoyment of attendees. In this section, we'll discuss these factors and provide tips for mitigating adverse temperatures, ensuring access to clean water, and using temporary structures to create a safe and enjoyable event.

Adverse Temperature Mitigation

Adverse temperatures, whether too hot or too cold, can pose a significant risk to the health and enjoyment of attendees. To mitigate these risks, event planners should consider providing shade for hot temperatures and providing heat sources for colder temperatures. It is essential to ensure that these measures are properly staffed and maintained to ensure their effectiveness.

Water Supply

Access to clean drinking water is essential for the health and enjoyment of attendees, particularly in hot weather. Event planners should ensure that there is an adequate supply of drinking water available and that it is easily accessible. This can be done by providing water fountains, bottled water, or refill stations. You must bear in mind that demand for drinking water can increase substantially in hot weather, and having a contingency plan for this is important. It is also essential to ensure that the water supply is regularly quality tested to ensure its safety. In many cases, a specialist event plumbing contractor can assist with ensuring you have a resilient drinking water supply. 

Temporary Structures

Temporary structures, such as tents and canopies, can provide a safe and enjoyable environment for attendees. These structures can provide shelter from adverse weather conditions and create a comfortable atmosphere that protects the health of individuals. Attendees will seek shelter in both rain and strong sunlight - so try to make sure you have sufficient shelter to accommodate this. For larger outdoor events, it’s often impossible to accommodate the entire audience in sheltered areas, and so you must have a contingency plan for overcrowding - and ideally the ability to provide additional shelter depending on weather conditions. 

Hear about real life stories of organising events, the required insurance for events, the times when things have gone wrong and the behind the scenes madness that every event organiser will relate to, on Freddie's podcast, WHEN SH*T GOES WRONG AT EVENTS.