Lesson 2: Overview

This lesson will introduce the importance of planning and how planning relates to the success of an event. The lesson will describe:

When communities should begin planning for a special event.
The concept of involving a team of key personnel in the pre-event planning process.
The process for organizing the planning team meeting.
Common special issues related to pre-event planning.

Remember that local, tribal, and State laws, ordinances, and regulations always take precedent when planning for special events.

Lesson 2: Objectives

At the end of this lesson, you should be able to:

Describe the importance of pre-event planning to public safety and the overall community.
Determine who should take part in the planning process.
Develop a strategy for gaining the community’s cooperation for pre-event planning.
List the key issues to be considered during the pre-event planning process.

Importance of Planning

Planning any event is difficult. Planning for the potential risks and hazards associated with large public events is even more difficult, but critical to the success of an event.

Planning for large public events has often failed to occur, or when planning did occur, it often failed to identify the potential for disaster, or strategies to mitigate or cope with a major incident. As a result, injuries and deaths have occurred consistently and over a wide range of countries and types of events.

Throughout the United States, at any given time of year, there are festivals, concerts, fairs, sporting events, and many other special events that gather or have the potential to gather large crowds. Under normal conditions, these special events occur with few or no problems. If an incident does occur, then local emergency management is called upon to respond.

Before scheduling a special event, key factors to consider are the:

Scope of the event.
Risks to spectators and participants.
Impact on the community.
Emergency support required.

Certain types of special events are often associated with particular risks or potential problems. For instance, highly competitive sports events, rock concerts, and festivals tend to produce spectator-generated incidents, while air shows and auto races tend to produce participant-generated incidents.

Having a pre-event plan in place will reduce local emergency management response times and better enable agencies to improvise because contingencies have been discussed beforehand. A pre-event plan defines roles and responsibilities in advance and creates ownership of potential problems for agencies involved in the process.

If you want those who attend an event to have positive memories of it, you need to plan the event carefully, keeping public safety in mind. This lesson will cover those issues that should be addressed in the very early stages of planning or even when discussing promoting or sponsoring such an event.

The Importance of Planning

Planning for any event may be challenging. However, planning for the potential risks and hazards associated with large public events is critical to public safety and the success of any such event. Before scheduling a special event, planners should consider the:

Scope of the event.
Risks to spectators and participants.
Impact on the community.
Emergency support required.

Permitting

Many communities require event promoters or sponsers to obtain permits before holding an event. Permits help the planning process by:

Notifying the community formally of the intent to hold an event.
Providing details about the event, such as venue, anticipated audience characteristics, and the intent to sell food or merchandise.

Reviewing information on the permit request can provide the planning team with a head start on event preparedness.

The Planning Team (1 of 2)

Planning for a special event should begin well in advance of the event. One of the first steps is to bring together those who are hosting the event with those responsible for public safety.

A multidisciplinary planning team should be composed of the promoter or sponsor and all agencies that hold a functional stake in the event, such as:

Emergency Management.
Law Enforcement.
Fire and Rescue.
Public Works/Utilities.
Public Health.
Transportation Authority

It’s important to remember that all involved agencies need to participate on the planning team from the outset to ensure a successful and safe event.

The Planning Team (2 of 2)

Because different agencies will comprise the planning team, the lead agency should be identified early in the process.

In some communities, the lead agency for public safety planning is the emergency management agency. If this is the case, emergency management will typically lead the way in coordinating the event planning effort.

Click on this link to access a copy of the Approving Authority Checklist.

Advantages of a Team Approach

A team approach to planning offers many advantages, including:

A Sense of Ownership. The plan is more likely to be used and followed if the tasked organizations have a sense that the plan is “theirs.”
Greater Access to Resources. Greater knowledge and expertise are brought to bear on the planning effort when more people are involved.
Forming Cooperative Relationships. Closer professional relationships that are developed during the planning process should translate into better cooperation and coordination during the actual event and any emergencies that may arise.

Promoters or Sponsors

Event promoters or sponsors must be involved in all phases of planning to ensure a successful event. Some promoters or sponsors may be more interested in monetary gain than in public safety. If this appears to be their primary goal, local agency participation is essential. Teamwork promotes successful and safe events.

Ways to encourage promoter participation and ensure public safety at an event might include:

Requiring promoter attendance at planning meetings to gain the necessary permit(s) to host the event.
Building public agency regulatory oversight of the promoter into the permit process so that relevant community laws or regulations are followed.
Requiring the promoter to have adequate contingency plans in place before approving an event.

By working together, the needs of all involved in the event can be met.

Click on this link to access a blank copy of the Promoter/Sponsor Checklist.

Community Cooperation: Mutual Aid

During pre-event planning, each agency on the planning team should review its resources to ensure that all necessary equipment is available. If additional equipment is needed, agencies may need to acquire the equipment or supplies to prepare for the event.

One way for agencies to acquire equipment is to work together with neighboring communities by adopting a local mutual aid and assistance agreement program. A local mutual aid and assistance agreement program allows neighboring communities to pool resources and share liability for damages or loss of equipment.

Click on this link to review an example of how communities can use mutual aid and assistance agreements for special events.

Using Mutual Aid and Assistance Agreements for Special Events—Example

The town of Fairview needs barricades for its upcoming parade, and the neighboring community of Centerville has barricades.

Centerville and Fairview have a local mutual aid and assistance agreement that allows Centerville to lend their barricades to Fairview. The barricades become part of the event resources being managed by Fairview. The barricades are covered under Fairview’s insurance until they are released and returned to Centerville.

Community Cooperation: Public-Private Partnerships

Another way that communities can acquire needed equipment or supplies is through public-private partnerships. A public-private partnership is a contractual agreement between a public agency (local, tribal, State, or Federal) and a corporation.

The skills and assets of each party (public and private) are shared in delivering a service or facility for the use of the general public. In addition to the sharing of resources, each party, together with the promoter or sponsor, shares in the risks-and-rewards potential in the delivery of the service and/or facility.

Using Public-Private Partnerships for Special Events—Example

Central City is hosting its first auto show.

Central City does not own a large enough building to house the participants, cars, and spectators. Central City entered into a public-private partnership with a local business to use one of its warehouses for the show.

Local Agencies

Although agencies will differ from community to community, certain types of local agencies should always be included in pre-event planning. The types of agencies can include:

Organizations and agencies representing people with disabilities.
Emergency services and public safety agencies.
Health agencies and medical community representatives.
Legal counsel.
Local Emergency Planning Committees (LEPCs).
Public works agencies and utility companies.
Purchasing and procurement agencies.

Click on this link to access a list of various examples of local agencies and the kinds of services they provide.

Local Agencies: Potential Services Provided


Agency	Description
Aging	Works with local Area Agencies on Aging as well as various other public and private organizations to help older persons and their families find the services and information they need.
Agriculture	Promotes their jurisdiction's agricultural products; encourages production; and ensures consumer, livestock, and plant safety.
Art	Supports and stimulates excellence in all the arts, supports and stimulates full cultural and ethnic diversity in all the arts, and ensures that the arts are accessible to all.
Attorneys General	Serve as legal counselors to agencies and legislatures and as representatives of the public interest. Attorneys General occupy the intersection of law and public policy, consulting in areas such as child-support enforcement, drug policy, and environmental protection.
Banking	Oversees varied business and economic interests. The authority encompasses utilities, insurance, State-chartered financial institutions, securities, retail franchising, and railroads. Serves as the central filing office for corporations, limited partnerships, limited liability companies, business trusts, and Uniform Commercial Code filings.
Consumer Protection	Provides consumer protection services, real estate fraud and information programs, small-claims court advisor programs, dispute settlement services, cable television franchising, adult protective services, fraud protection programs, volunteer and internship programs, and public information and community outreach services. Educates on issues related to consumption and encourages positive consumer-to-business relationships that foster a fair and vigorous marketplace.
Disability	Promotes and improves awareness, availability, and accessibility of information that can help people with disabilities live, learn, love, work, and play independently.
Drug	Establishes policies, priorities, and objectives for the Nation's drug-control program (reduce illicit drug use, manufacturing, and trafficking; drug-related crime and violence; and drug-related health consequences).
Economic Development and Commerce	Partners with communities to advance their economic development efforts. Markets a jurisdiction’s business climate, strategic location, workforce, and natural and cultural resources. Offers economic development incentives and information to enhance a community's ability to compete, diversify, and prosper.
Education	Provides leadership, assistance, oversight, and resources so that every student has access to an education that meets world-class standards. Oversees the jurisdiction’s diverse and dynamic public school system. Enforces education law and regulations. Reforms and improves public elementary school programs, secondary school programs, adult education, some preschool programs, and childcare programs.
Election	Ensures uniformity, fairness, accuracy, and purity in all elections. Promotes the proper administration of election laws, campaign finance disclosure compliance, and voter registration processes by promulgating rules and regulations, issuing instructions, and providing information to electoral boards and general registrars.
Emergency Management	Coordinates all activities necessary to protect communities from natural, technological, and manmade disasters and other emergencies that threaten the jurisdiction. Coordinates Emergency Management Services by providing leadership, planning, education, and resources to protect lives, property, and the environment. Coordinates the response of agencies, in times of emergency or disasters, ensuring that the most appropriate resources are dispatched to the impacted area. Works with local governments, voluntary organizations, and the private sector to develop disaster preparedness plans and mitigation projects, and provides training and exercise activities.
Environment and Natural Resource	Protects human health and the environment.
Fish and Wildlife	Conserves, protects, and enhances fish, wildlife, and plants and their habitats.
Health and Medical Community	Promotes and protects the health and safety of all people through the delivery of quality public health services and the promotion of health care standards.
Historic Preservation	Coordinates and supports public and private efforts to identify, evaluate, and protect our historic and archeological resources.
Housing and Community Development	Administers affordable housing and community development programs. Creates affordable housing and safe, viable communities that enhance the quality of life for all, especially those of low and moderate income.
Insurance	Regulates the insurance industry and assists consumers and other stakeholders with insurance issues that are important to them.
Labor and Employment	Fosters and promotes the welfare of job seekers, wage earners, and retirees by improving their working conditions; advancing their opportunities for profitable employment; protecting their retirement and health care benefits; helping employers find workers; strengthening free collective bargaining; and tracking changes in employment, prices, and other economic measurements.
Libraries	Operates the primary research library for the jurisdiction. Collects and preserves materials about the jurisdiction and its history. Provides electronic access to library materials housed in the jurisdiction’s libraries. Acts as the jurisdiction's publisher or distributor of official records and periodicals. Maintains and circulates special collections, such as "Talking Books" for blind and physically impaired citizens or e-books. Provides telephone or online reference services. Operates literacy or reading programs.
Local Emergency Planning Committees (LEPCs)	Develops, trains, and tests a hazardous substances emergency response plan for the jurisdiction. Develops procedures for regulated facilities to provide notification of a hazardous release to the LEPC. Develops procedures for receiving and processing community right-to-know requests from the public. Provides for public notification of committee activities.
Motor Vehicle	Issues vehicle registrations and titles; examines and licenses drivers; administers financial responsibility, mandatory insurance, and driver improvement programs; conducts administrative reviews under "drunk driver" laws; and provides records management for all of these functions.
Public Safety	Operates the jurisdiction's highway patrol or police and their training facilities, which may include the bureau of investigation, crime lab, division of fire safety, commercial carrier inspection, and weight load management office; office of narcotics enforcement; or State public safety telecommunications network.
Public Utilities and Public Service	Regulates businesses that provide telephone, cable communications, electricity, gas, oil, and other utilities, with the aim of providing consumer protection to the jurisdiction's citizens.
Purchasing and Procurement	Oversees procurement policy and procedures and ensures the integrity of the jurisdiction’s procurement system.
Securities	Protects investors against securities fraud and provides aggressive enforcement actions against any firm or individual who has violated the statutes to the detriment of investors. Provides for the licensing and regulation of securities broker-dealers, agents, investment advisers, and investment adviser representatives and financial planners. Promotes financial literacy.
Social Service	Improves the quality of life for citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations.
Surplus Property	Receives, warehouses, and redistributes personal property that is surplus. Screens, warehouses, and distributes surplus property allocated from military installations.
Tax and Revenue	Collects revenues and administers programs to fund public services, and advocates sound tax policy. Promotes fairness, consistency, and uniformity in the development and application of tax law and policy. Promotes correct and timely payment of taxes through education and enforcement.
Tourism	Promotes travel and tourism.
Transportation	Builds, maintains, and operates the roads, bridges, and tunnels. Provides funding for airports, seaports, rail, and other public transportation.
Treasurer	Serves as guardian of the taxpayers' money that is used to operate governments and provide services.
Utility	Creates and maintains a regulatory environment that ensures safe, reliable, and efficient utility services at fair and reasonable rates.
Vocational and Rehabilitation	Coordinates and provides counseling, evaluation, and job placement services for people with disabilities.
Weights and Measures	Assures that equity prevails in the marketplace for both buyer and seller. Inspects commercial weighing and measuring devices for accuracy, including large truck scales at local grain elevators; livestock scales; computing scales at supermarkets; and meters used to measure bulk deliveries of refined fuels, liquefied petroleum gases, and service station dispensers. Checks the accuracy of packaged products sold by weight, measure, or count.

Local Leaders

Although community leadership differs from jurisdiction to jurisdiction, community leaders should always be included in pre-event planning. Some types of community leaders include the:

City Manager.
Community relations officials.
Emergency services officials (fire, emergency medical services, and police).
Mayors, city council members, and other elected officials.

Click on this link to access a list of various examples of community leadership and the roles they play.

Community Leadership Roles


Leadership	Description
City Manager	Directs and supervises the administration of all departments, offices, and agencies of the city, except as otherwise provided in the city's charter. Advises the city council regarding the financial condition of the city, its future needs, and all matters related to its proper administration. Proposes and submits an annual budget to the city council and, after approval, implements the budget. Implements city policy as determined by the Mayor and city council by providing management and administrative support.
Community Relations Officials	Manage a complete communications program to keep residents and the media informed of municipal services and activities. Employ a variety of print and electronic resources, including a community newsletter, special brochures and informational materials, news releases and media advisories, video and cable television, telephone bulletin boards, multimedia kiosks, and the Internet. Ensure an educated and involved citizenry and an alert media by providing information on city programs and activities through timely and efficient communication methods.
Emergency Services Officials	Coordinate all activities necessary to protect communities from natural, technological, and manmade disasters and other emergencies that threaten the jurisdiction. Coordinate emergency management services by providing leadership, planning, education, and resources to protect lives, property, and the environment. In times of emergency or disaster, coordinate the response by ensuring that the most appropriate resources are dispatched to the impacted area. Work with local governments, voluntary organizations, and the private sector to develop disaster preparedness plans and mitigation projects, and provide training and exercise activities.
Mayors	Direct city departments and appoint department heads, with the advice and consent of the city council. Submit budgets to city councils. Preside at city council meetings and vote in the event of a tie. Approve or veto ordinances passed by the city council and have the power to veto whole ordinances or parts of appropriations bills. May also appoint members of city boards and commissions.
City Council Members, and Other Elected Officials	Responsible to the city's residents for all municipal programs and services, as well as local policy decisions affecting city residents in a wide number of areas, including land use, solid waste, air quality, and protecting and enhancing the city's revenue base.

Other Potential Planning Team Members

For specific types of special events, potential planning team members might include:

Animal care and control organizations.
The Chamber of Commerce.
Communications representatives.
Community services representatives and voluntary organizations.
Labor and professional organizations.
Private-sector representatives.
School officials.

Click on this link to access a list of other potential special event planning team members and the roles that they play.

Other Team Member Roles


Leadership	Description
Animal care and control organizations	Deliver effective, courteous, and responsive animal care and control services to the residents of the community. Responsible for stray, injured, abandoned, neglected, and mistreated animals, as well as for the enforcement of all local and State animal control and welfare laws.
Aviation and coastal authorities	Regulate and promote marine safety, recreational boating safety, and civil aviation safety; conduct search and rescue operations; and ensure port security.
Chamber of Commerce	Provides community leadership; supports economic development, education, local government, and quality of life for the community. Promotes local business and displays what the community has to offer to prospective relocating families and businesses.
Public Information Officer	Reports directly to the city administrator and is responsible for a city’s comprehensive, successful public information efforts to create a strategically planned network of coordinated outreach activities directed at the citizens. Implements and maintains the city’s communication programs, including local access cable TV, the World Wide Web, and the city newsletter, to deliver messages directly to the citizens most effectively. Oversees the city’s media relations efforts, while emphasizing the regular dissemination of news on the multitude of positive city programs, projects, and services.
Local media	Create, report on, and disseminate print and multimedia content that educate, inform, engage, and inspire the public.
Community services representatives and voluntary organizations (American Red Cross, Lions Clubs, Shriners, Veterans of Foreign Wars, etc.)	Offer community services that help the needy, provide support and comfort for military members and their families, and promote health and safety. Provide international relief and development programs. Foster self-improvement through leadership, education, the perpetuation of moral values, and community involvement. Work closely with national organizations. Promote constructive community service with volunteerism benefiting education, the environment, health sciences, and civic projects.
Industrial and military installations	Oversee day-to-day operations, maintenance, safety, and security of industrial and military installations that may be present in and around communities.
Labor and professional organizations	Represent persons employed in many fields and occupations. Provide sources of information on career options as well as training and education requirements and opportunities.
Private sector representatives	Provide jobs and income to the community.
School board officials	Provide leadership, assistance, oversight, and resources so that every student has access to an education that meets standards. Oversee the jurisdiction’s diverse and dynamic public school system. Enforce education law and regulations locally, and reform and improve public elementary school programs, secondary school programs, adult education, some preschool programs, and childcare programs.

The Initial Planning Team Meeting

All involved agencies need to participate on the planning team from the outset to ensure a successful and safe event.

At its initial meeting, the planning team should:

Develop a mission statement.
Develop event objectives.
Determine the necessary components of the public safety plan.

The Initial Planning Team Meeting—Planning Considerations

During the initial planning meeting, the planning team should consider:

The promoter’s or sponsoring organization’s purpose and experience.
Event risks (including crowds, staffing, food and shelter, parking, transportation, medical facilities).
Previous event concerns.
Relevant local concerns.
Weather.
Community impact.

Developing a Mission Statement

Every special event has a mission, purpose, or reason for taking place. Often the mission expresses why the special event is occurring.

An effective mission statement must:

Include public health and safety as a critical goal for the event.
Express the special event’s purpose in a way that inspires commitment and innovation.
Resonate with the people working on and for the special event, as well as with the various attendees that the event hopes to attract.

Developing a Mission Statement—Questions To Answer

At the very least, the mission statement should answer four key questions:

What is the purpose of the special event?
What are we doing to address the purpose?
What benefits or values will result from the event?
How will public health and safety be protected?

Click on this link to access examples of special event mission statements.

Examples of Special Event Mission Statements

Japanese Cultural Fair: The purpose of the Japanese Cultural Fair is to provide an opportunity, in a safe environment, for the community to increase its awareness and understanding of the Japanese community as well as Japanese culture, both traditional and contemporary. We believe that through an increased exposure to the arts, crafts, and culture of Japan, we can improve mutual understanding among neighbors as well as enrich our community life.

Old Days Rodeo: The Old Days Rodeo is a community project organized exclusively for the purpose of educating and informing the residents about agricultural matters in a safe environment. Annual public fairs, exhibitions, rodeos, and other special events offer the public a unique opportunity to be exposed to and informed about the many areas of agriculture, including livestock breeding and improvement of breeds, horticulture, horses, poultry, swine, and resource management and conservation.

Very Special Arts Festival: The mission of the Very Special Arts Festival is to provide a safe environment in which to develop quality programs throughout the State by integrating all of the arts into the lives and education of children, youth, and adults, especially those who are disadvantaged or have a disability.

Beach Park Music Festival: This Beach Park Music Festival showcases local and national talent during 3 days at Beach Park. There will be several stages of entertainment, interactive activities, vendors, food, beverages and much more—all in a controlled, safe environment.

Emerald Irish Festival: Bring the whole family and enjoy a day of Irish fun in a safe, family-friendly environment. The 1st Annual Emerald Irish Festival includes some of the finest traditional Irish bands along with authentic Irish food vendors, Irish dancers, face painting, and, of course, Irish drinks.

Hands-On Festival: The mission of the Hands-On Festival is to provide an opportunity for people of all ages to discover and enjoy the wonder of science, math, and technology in a safe, interactive environment that promotes science literacy through experimentation, exploration, and education.

Developing Event Objectives

The planning team will need to develop event objectives—statements describing the specific outcomes the event is designed to achieve. Objectives guide the planning process, set priorities, and establish criteria for event evaluation.

Developing well-written objectives can take practice, but a good rule of thumb is to make sure that the objectives are SMART:

Specific
Measurable
Achievable
Realistic
Time Based

Click on the links below to access:

Examples of Objectives


Poorly Written Objectives	Well-Written Objectives
Increase attendance for the Japanese Cultural Fair over last year.	As a result of television, radio, and print ads, ticket sales for both days of the Japanese Cultural Fair will increase by 25% over last year.
Increase the number of contemporary Japanese cultural booths and exhibits.	Increase the number of contemporary Japanese cultural booths and exhibits by 10 percent over last year.
Increase accessibility of the Japanese Cultural Fair.	Increase accessibility of the Japanese Cultural Fair for all physically disabled attendees by: Placing accessible walkways and ramps en route to all booths and exhibits. Lowering the height of all exhibit tables.
Attendees at the Japanese Cultural Fair will be able to state the purpose of the event.	During a random survey of attendees, 4 out of 5 attendees at the Japanese Cultural Fair will be able to state the purpose of the event when asked.

Remember, your objectives must be SMART - Specific, Measurable, Achievable, Realistic, and Time based.

Special Issues in Pre-Event Planning

Some common special issues related to pre-event planning include:

The permit-approval process.
Legal issues.
Liability issues.
Political issues.
Economic issues.
Attendee issues.

Special issues will be covered in greater detail on the following screens. Attendee issues will be covered in Lesson 4.

The Permit-Approval Process (1 of 2)

Event promoters or sponsors must usually gain approval from local, and sometimes State, authorities to hold public events. The information below should be available to the promoters before beginning the permit-approval process:

Identity of the approving authority and any other authorities actively involved in the approval process.
Relevant statutes, ordinances, codes, and standards (i.e., life safety codes) existing for special events and mass gatherings.
Documentation required to support their application.
Insurance, bond, and liability information.
Relevant deadlines for filing applications.

The Permit-Approval Process (2 of 2)

Some communities offer “One-Stop Shopping” for permitting. The person requesting an event completes an application at one office and the information is forwarded to the appropriate agencies for approval.

Thus, the person requesting the event does not have to track down the appropriate agencies to make a request. This ensures that all required agencies are notified and can consider the request before the permit is issued.

Promoters should be aware of the approving authority’s timetable for approving events and issuing permits. Potential delays should be included in the event planning schedule.

Legal Issues (1 of 2)

Some form of legislation usually governs or restricts public events or aspects of them. Some events, particularly extremely large or high-impact events, require special State or local legislation. Local ordinances provide health and medical guidelines.

Promoters should consider obtaining legal advice early in the planning stage. Items that warrant consideration include actual or potential liability for:

Injuries.
Acts or omissions.
Costs incurred in responding to major emergencies occasioned by the event.
Effects of the event on normal emergency operations.

Legal Issues (2 of 2)

Most communities have adopted a “User Pays” policy for services provided at sporting and entertainment events. Others require the promoter or sponsor to submit an amount to be held in escrow until after the event.

“User Pays” policies help to offset the costs of public services at special events by charging for the use of those services when under normal circumstances, those services would be free. Escrow funds are up-front fees to ensure compliance with requirements and to offset potential damage or injury that occurs as a result of the event.

Event promoters should consult local and State authorities to determine relevant fee structures and charges for services provided, including payment of overtime costs for personnel.

Click on this link for examples of “User Pays” policies.

Examples of “User Pay” Policies

Emergency Medical and Police Services: Under normal circumstances, emergency medical and police services are free to taxpayers. During special events, participants and attendees may be required to pay a fee to help offset the costs to the community for having emergency medical and police services available. Fees may be in the form of entrance fees to users, additional participant fees to exhibitors, or fees charged specifically to the users of the services. For example, if the police are called to break up a fight between spectators at a soccer match, the persons involved in the fight might be charged a fee for the use of the police in this special circumstance.

Search and Rescue Services: To help offset the costs to communities and taxpayers, some communities have instituted “User Pay” policies for search and rescue services. Search and rescue services are very costly. Often persons requiring these services are ill prepared for the elements (e.g., did not have inclement weather gear, maps, or compasses or global positioning systems, etc.) or disregarded posted warnings and advisory signs (e.g., fell while climbing in areas roped off for safety reasons). If search and rescue services are required in these types of situations, the person(s) requiring rescue may be charged for the services so that the community does not have to pay the cost of the search and rescue.

Liability Issues

Promoters may be required to post a bond or provide liability insurance to cover the costs of emergency response, subsequent venue cleanup, traffic and crowd control, and other policing functions.

The head of the planning team must monitor progress made in satisfying all legal and liability requirements throughout the planning stage of the event.

In addition, research should be done to determine the statutory authority and emergency powers (e.g., emergency evacuation) of the various parties involved in the event.

Political Issues

Often, communities have to deal with local political considerations when they plan events. Promoters should be aware that political considerations are always important to the local community.

A way to encourage elected political officials to support an event is to show the monetary or quality-of-life impact that a safe and successful event would have on the community. Explaining the positive impact encourages elected political officials to support the event.

Economic Issues

Special events often bring attention and significant economic benefits to local communities. Benefits could include an influx of revenue into parts of the local community, such as the hotel and restaurant industries.

Local event planners must not sacrifice public safety for the sake of economic benefit. Certain businesses could be adversely affected by actions related to the event (e.g., closing streets in a commercial area, increased traffic in residential areas). Fire and police agencies must not be negatively impacted by an event. Additional staffing may be required to ensure that this does not happen.

Pre-Event Planning Resources

Prior to completing this lesson, you may want to review the following resources:

Lesson Summary

This lesson introduced the importance of planning and how planning relates to the success of an event, including:

When communities should begin planning for a special event.
The concept of involving a team of key personnel in the pre-event planning process.
The process for organizing the planning team meeting.
Common special issues related to pre-event planning.

The next lesson, Lesson 3 will introduce the importance of conducting a hazard analysis prior to an event.