By Canoe Insurance
Plan Ahead
The key to a successful winter event is having a well-contemplated and well-developed plan in place. This plan should include information about the structure of the event’s leadership team, vendor policies, event security, and insurance requirements. Your plans should include clear instructions to handle any emergencies, including medical incidents, as well as evacuation protocols and procedures to follow to contact the appropriate authorities.
Provide Advanced Notice to Police and Ambulance Services
If your municipality is served by the RCMP, provide them with advanced notice of the event’s date(s), the types of activities scheduled, and the anticipated number of attendees. Depending upon the size of the event, the RCMP may decide to support the event by increasing their staffing/patrols during the event duration, so this advanced notice is an appreciated courtesy. Notifying the appropriate ambulance services is also recommended.
Provide Proper Training to Staff and Volunteers
- Ensure that all staff involved have been trained to understand their assigned duties and responsibilities prior to the event. Have written policies and procedures in place, as this will provide your events with structure. If your event spans multiple days, hold daily staff meetings/debriefs before the event starts for that day. This will ensure everyone is on the same page and will provide opportunities for continuous training and communications touchpoints to ensure your event is successful.
- Make certain that your staff and vendors are aware of safety and security protocols, procedures, and receive instruction regarding under what circumstances they should contact security.
- When selecting staff and volunteers, ensure that they can perform their assigned duties and that they are thoroughly trained and supervised. If the individual oversees handling money or is working with minors, seniors, or individuals with disabilities, they should be screened with the appropriate criminal record checks and vulnerable sector checks.
- Anyone assigned to operate a vehicle or equipment should provide a driver’s abstract, carry the appropriate license class, and know how to safely operate that particular vehicle or piece of equipment.
- Finally, it is recommended that all volunteers enter into a volunteer agreement, much like an employment contract. This type of agreement should be drafted by a lawyer and contain information such as the responsibilities and limitations of the volunteer. It is also important to include specific information on workers’ compensation, other benefits, honorariums, and any other essential information. Your Canoe Insurance policy may provide coverage for volunteers up to the age of 80 if this option was selected.
Pre-Site Inspection and Safety Planning
- Having a proper checklist in place for site inspections before and during will ensure your staff can identify and rectify any potential hazards.
- Inspect all areas open to the public and spaces reserved for your staff and vendors. Inspect pathways, seating areas, grandstands, parking spaces, sidewalks, and stairways to ensure they are free from obstructions and impediments. Key areas of site inspections include areas with the potential for tripping, electrical, and fire hazards.
- Properly document all potential hazards found and act promptly to eliminate them. Post warning signs in clear view or close off these areas until the hazards are repaired.
- In case of an incident, respond appropriately to assist the affected staff or attendees. Report all incidents to the appropriate personnel.
- Maintain proper reporting of all incidents, obtain name(s) and contact information for any witnesses, and take photographs of the scene quickly to document it.
Parking Management & Signage
- Ensure your event has adequate parking available to all attendees, including those requiring a handicap-designated space.
- Have proper and visible signage in place to direct the flow of foot traffic and vehicle traffic.
- Maintain and enforce designated travel lanes and parking spaces for emergency vehicles in the event they are needed, along with an emergency exit plan for vehicles.
- Place signage to direct attendees to garbage bins, recycling bins, washroom facilities, and a main information centre.
Crowd Management
Crowd management is important, especially for events that have capacity limits and large public gatherings (music events, parades, rodeos, etc.). Crowd risk management includes posting clear signage, setting up traffic-flow control barricades, and sharing rules to make sure all participants are aware.
Ensure clear communication and cooperation with your local law enforcement to monitor and intervene when needed. Having a plan in place with steps to deescalate or disperse an unruly crowd will help your staff in such incidents.
Food/Liquor Vendor Licenses & Insurance
- Ensure any food and beverage vendors are properly certified by the provincial food safety branch, and if they serve alcohol, that you have the appropriate liquor license in place.
- Get a copy of the Certificate of Insurance (COI) from your vendors with an endorsement naming your organization and the municipality as additional insureds. Vendors can also purchase special event insurance through Instant Risk Coverage (IRC). Please contact Jonathan Stone (jonathan@canoeinsurance.ca) for more information about the IRC Special Event insurance
- Food trucks are generally equipped with fire extinguishers, but it’s always a good idea to have additional fire extinguishers readily available where vendors are using open flames or a propane apparatus.
- Always maintain a source of water nearby to assist in putting out fires, if necessary.
- Please consult with your local Fire Chief to ensure there are no active fire bans within the area of your event.
Weather Contingency Plan
- Prepare for extreme cold, snow or ice with a backup indoor venue, heated shelter, or rescheduling protocols.
- Have the means to update attendees via social media, websites, and local media.
Heating / Cooking / Fire Pits / Apparatus at Winter Festivals
- Propane and gas heating appliances are commonly used during the winter season to provide heat within tents, food stalls, and outdoor areas. Improper handling or maintenance of these devices can pose a significant risk of injury, including fire, carbon monoxide poisoning, and explosions.
- Propane tanks, heaters, and appliances with gas lines should be inspected for potential leaks, damaged hoses, or faulty regulators prior to the start of every event. Vendors must comply with these safety protocols, too. Require them to provide proof of up-to-date certification and documentation of maintenance records for their equipment.
- Propane must be stored in a well-locked and well-ventilated area, away from any ignition sources and high traffic areas, and protected from extreme cold conditions. Adhere to local regulations on the maximum amount allowed on site. Avoid storing excess tanks near event areas.
- Pre-inspect locations that have propane heaters or cooking appliances. Check for proper ventilation to ensure there is no risk of carbon monoxide buildup, especially in enclosed spaces like tents. Maintain proper clearance, specifically a 10-foot radius between the tanks and flammable materials like tents, clothing, and decorations. Ensure all apparatuses have shut-off valves and that the operator(s) are aware of the location and how to turn them off.
- When propane tanks are stored in a confined space, a carbon monoxide detector should be installed, along with a fire extinguisher nearby.
Parades
- Parades are a wonderful way to bring the community together, but there are many risks which should not be ignored. Carefully planning the parade route is essential.
- Avoid overpasses, construction areas, and set up blockades to ensure spectators and parade participants are kept safe. Ensure the route does not obstruct emergency service routes. Do not allow other traffic to impede the parade route.
- Provide secure locations for ambulance parking, first aid services, judging platforms, grandstands and viewing areas, as well as a plan for towing vehicles, if necessary.
- Establish guidelines on what can be handed out to parade spectators (i.e. prizes or candy). Never throw items from floats. It is safer to assign people to walk over to onlookers to hand them such items.
- Provide adequate supervision if there are large groups of children (i.e., boy/girl scouts) participating in the parade. Ensure all operators have experience and are qualified to operate vehicles and equipment in the parade. The operation of any equipment and automobiles while under the influence of alcohol and other intoxicating substances is illegal and prohibited.
- By law, all automobiles being operated on the road must carry liability insurance. Parade registrants should be asked to provide the name of the vehicle’s insurer, the policy’s effective date, and the policy number when they sign up.
- Prior to the parade start, assign someone to double-check the vehicle’s “pink” liability card to ensure it matches the information provided on the parade registration form.
- Ensure that the operators have the qualifications and experience to operate the equipment and vehicles.
Inflatables, Umbrellas, & Tent Structures
- Follow all manufacturer guidelines on the installation of inflatables, tents, and temporary structures.
- Perform daily routine checks on the structures to confirm that they are properly secured and there is no risk of movement due to severe weather conditions.
- Properly mark all ground pegs, spikes, and tie downs to prevent tripping hazards.
- Ensure lightweight umbrellas and tents are weighed down. Always monitor weather conditions during your event to stay up to date.
- Ensure vendors have proper insurance for their structures. Never leave an inflatable amusement device unattended.
Debris Disposal & Washroom Facilities
- Have enough garbage and recycling bins in place, in relation to the size of your event.
- Ensure all attendees have access to washroom facilities.
- Designate staff to routinely clean and restock supplies during the event.
- Place garbage bins and washroom facilities in locations with ease of access and away from tripping hazards.
- Maintain the practice of keeping a log of when washroom facilities are cleaned, supplies restocked, and by whom.
Be Prepared for an Emergency Shut Down
- Be prepared and ready to act if your event is required to be shut down promptly for safety or security reasons.
- Be prepared for emergencies that require an orderly evacuation or closure of your event, such as unexpected severe weather or a security matter.
- Review your emergency planning process before the event to ensure all event staff are trained and aware of the protocols and who to contact.
For more information, please contact jonathan@canoeinsurance.ca.