Precautions That Save Lives (and Lawsuits)
Local calendars are packed with tournaments, festivals, outdoor fundraisers, races, craft fairs — and more. Odds are you’ll attend at least one this season.
If you’re organizing such an event, you’re responsible for the safety of participants, spectators, and even vendors’ property. While you can’t control the weather, many risks can be managed — and doing so could be the difference between a successful event and a crisis.
Build Your Risk Plan Early
A robust risk management plan is as critical as securing the venue, booking entertainment, or ordering catering. Emergencies—like tent collapses or participant injuries—as well as serious threats like active shooters or terrorist attacks, require preemptive attention.
Key safety steps include:
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Coordinate with law enforcement and fire departments
Arrange for security in and around the venue—especially parking—and ask about bomb-sniffing K‑9 units. Notify the fire department well in advance. -
Verify attendees and vendors
Require a photo ID for participants to collect their materials. Vendors should provide proof of contract and valid insurance certificates. -
Control baggage
Restrict attendees to clear plastic bags or limit bag sizes and quantities. -
Establish visible first-aid and help stations
Clearly signpost where medical assistance is available. Ideally, have ambulance services, EMTs, and trained medical staff (physician, athletic trainer, nurse) on-site. -
Deploy branded volunteers
Give them visible attire (T-shirts, hats, or armbands) and station them around the venue and parking lot to guide attendees and control foot and vehicle traffic.
How Catastrophe Changes Everything
The 2013 Boston Marathon bombings proved to be a game-changer in how we think about safety at public events. Suddenly, public safety wasn’t just an afterthought—it was front and center.
The NFL’s tighter entry restrictions—banning purses, backpacks, and coolers—may seem extreme to some. But in volatile settings, these measures reflect a safer, more proactive posture.
The Tech Factor: Making Security Smarter
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CCTV still rules, but smartphones are game-changers. Many venues now provide hotlines or text numbers for attendees to report disruptive or suspicious behavior.
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Security apps, like ISS 24/7, enable anonymous issue reporting—another modern safety net.
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Social media and smartphones serve dual purposes:
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Real-time alerts (e.g., weather updates, evacuation notices)
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Crowd behavior monitoring — after all, anyone can go viral at any moment.
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Coverage Matters: Don’t Skimp on Insurance
Every event brings its own risk profile. Size, location, and format all influence your coverage needs. Cutting corners on insurance is never worth the risk.
Key coverage considerations:
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Vendors
Confirm each vendor carries a minimum of $1 million in general liability insurance and can list your organization as an additional insured. -
Venues
Know the building’s emergency exits, stairwells, and fire safety infrastructure. For outdoor venues, check rigging and monitor weather forecasts closely. -
Emergency plans
Draft a plan that everyone must read and confirm. Define who can shut down the event—and under what circumstances (e.g., storms, a security threat, permit problems). Cover protocols for medical emergencies, missing children, crime, and unpredictable weather. -
Professional security is an investment
Trust trained personnel—not volunteers—to handle order, crowd control, or medical issues. Investigate your security provider’s experience with sports events and request references before hiring.
We Can Help
Sadler offers dedicated special-event insurance coverage tailor-made for tournaments, fundraisers, and more. Our experts can walk you through what your event needs and get you a quick quote.
Resources available:
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Articles on reducing liability and preventing injuries at events
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Fast insurance quotes specific to tournaments and non-sporting gatherings
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Reach us via our contact form or call (800) 622‑7370
Sources:
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William Dyson. “Safe and Secure: How to Protect Your Event, Your Athletes and Your Spectators.” sportsdestination.com 07 Sept., 2018.
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Kelly Martin, “Safety and Security: Changing your game for the better,” Sports Destination Management. Sept./Oct. 2013.
