Keep Special Events Safe with Smart Planning
In these uncertain times, even a park district with the best safety program can experience a safety disaster. Last year’s shooting at Highland Park’s July 4th parade is a perfect example of how even the most careful safety planning can fall victim to circumstances beyond anyone’s control.
 But planning for outdoor public events is never a wasted effort. If your agency is hosting such an event this summer, begin by reviewing your emergency response and security protocols and consider doing the following:
- Coordinate security practices, emergency evacuation procedures, delegation of authority and communication with the public, so everyone knows who’s responsible for those efforts.
- Perform pre-event drills to test your event systems and procedures.
- Implement See Something, Say Something practices. The Department of Homeland Security provides information and resources to spread the word and increase awareness about this program.
- Consider hiring an external security expert to provide an independent assessment of your event security and emergency response plans. PDRMA uses Paul Timm, PSP, Allegion.
- Download PDRMA’s Security and Emergency Planning for Outdoor/Public Events (4018) document for additional recommendations for public event safety.
“Special event planning differs based on size and location,” Amy Darling, Risk Manager, Vernon Hills Park District, explains. “Our larger outdoor events may need entry/exit control, foot or bike patrol and/or police/fire assistance. We work very closely with our local police and fire departments to provide additional security, such as bag checks at our Ribfest entrance and first-aid access during our Mighty Kids Triathlon.”
 Paul Timm, Allegion, Facility Engineering Associates, acknowledges that the challenges of providing a secure outdoor public event are rapidly increasing. It’s important for your agency not only to have plans in place to provide the safest event possible but also have appropriate emergency response plans should something — man-made or natural — happen to disrupt the event.
“The open nature of special events means it’s likely you’ll have lots of people in large areas, which means access control and monitoring can become very difficult,” Timm says, and implementing See Something, Say Something practices can help identify concerning behavior in a widespread crowd.
Communication with the public also can be a challenge when event participants are scattered over a large area. Establishing a command center for large events can help your agency better manage logistics and create an on-site presence.
“Collaboration with emergency responders and local entities like village governments and school districts goes a long way toward improving event safety and communications,” adds Timm. “And mass notification capabilities continue to improve, as we incorporate social media platforms.”
If your agency is hosting a special event of any size this summer, be sure to consult the resources below for help in making it safe and secure.
PDRMA Resources
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