Weather Related Risks & Weather Resilience at Events

Site selection and seasonality considerations

 

Planning an outdoor event can be an exciting and daunting task. There are many factors to consider, from the theme and entertainment, to the location and timing. Adverse weather and the possibility of weather related cancellation or postponement has the potential to disrupt your event, so you should consider this when selecting your site. Some locations, for instance on the coast, may be susceptible to high winds. Fireworks event insurance is key in these locations for fireworks events that cannot take place in high winds. Locations on flood plains or near rivers and lakes may be vulnerable to water logging during heavy rain. Festival cancellation insurance is often important for festivals for these reasons. Campsites underwater will mean unhappy attendees! Understanding these risk factors in advance will help you to plan for every eventuality.

 

The season in which you hold your event can also have a significant impact on its weather resilience. Whilst most outdoor events happen during the summer, increasingly event organisers are holding events in the spring and autumn – particularly sporting or exercise events, and also in the winter – for example Christmas markets or illuminations. Recognising the higher chance of adverse weather outside of the summer months can help you plan to make your event more resilient. If you are using temporary structures during a winter event, your supplier may need to consider how to maximise their robustness in the case of high winds or snow.

 

Temporary Structures

 

Managing weather-related risks is a critical aspect of event planning, especially when dealing with adverse weather conditions. Temporary structures offer a practical solution for managing weather risks and ensuring resilience during events. In this section, we’ll discuss key considerations when using temporary structures to manage weather-related risks, including wind loading, manufacturers, RAMS, completion certificates, guidance, and regulations.

 

Wind Loading

 

Wind loading is an important factor to consider when using temporary structures. High winds can cause severe damage to temporary structures, leading to injury or loss of life. Therefore, it is essential to ensure that the temporary structure is designed and installed to withstand high winds. It is vital to work with suppliers who have experience in designing and installing temporary structures that can withstand adverse weather conditions. Your supplier should make clear to you the maximum wind speed at which your structures are safe for normal use. You should incorporate this information into your Event Management Plan and Risk Assessment – outlining the action you will take if these wind speeds are exceeded. Event public liability insurance will be needed incase of injury to the public, and event cancellation cover will protect against the entire event being cancelled due to high winds.

 

Manufacturers

 

A vast array of temporary structures are available on the market. In most cases, your supplier is not the manufacturer – rather they purchase the equipment from a manufacturer and install it for you for the required period. It’s important to understand that not all structures are manufactured to exactly the same criteria – although there are some regulations and standards that are universally required. For events where adverse weather is an important consideration, it’s important to understand the type of structures you are hiring – and the standards to which they have been manufactured. Temporary structure suppliers can guide you on which are most appropriate for the type, location, and seasonality of your event.

 

RAMS

 

Risk assessment and method statement (RAMS) are vital documents when using temporary structures. They provide an outline of the risks involved in using the temporary structure and the measures taken to mitigate those risks. RAMS should be carried out by a qualified professional and should be reviewed regularly to ensure that they remain up to date. These documents would typically be provided by your temporary structure supplier before they arrive at your event site, but you must also record in your own risk assessment that the hazards around temporary structures have been considered.

 

Completion Certificates

 

Completion certificates are vital documents that show that the temporary structure has been designed, installed, and tested to meet the relevant standards and regulations. Completion certificates should be obtained from the installation company and should be kept on file for future reference.

 

Guidance and Regulations

 

There are several regulations and guidance documents that must be followed when using temporary structures. These regulations and guidance documents provide information on the design, installation, and use of temporary structures. Examples of regulations and guidance documents include:

 

• The HSE Website, for guidance on complying with the Health and Safety at Work etc Act 1974.
• The Purple Guide. This service is provided by the Events Industry Forum in consultation with the HSE. It is particularly relevant to large outdoor events.
  https://www.thepurpleguide.co.uk/
• The IStructE Guide to Temporary Structures. This guide focuses on standards for the design, manufacture, and construction of temporary structures.

 

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 first hand experiences from event organisers, relating to organisation, planning, insurance for events in the UK, and mishaps along the way at Freddie’s podcast, WHEN SH*T GOES WRONG AT EVENTS.