Health and safety

As an organizer you are responsible for the health and safety of your guests and team members during the event. As you usually rent a venue for the event, certain aspects might already be covered by the venue. It is recommended to address the topic with every professional you work with (venue, landlord, caterer, ...).

You might want to invest in an organizer insurance (usually < 200€ per event) to protect yourself from financial risk.

The main risks are listed below. The absolute worst case is the death of a participant.

Emergency Procedures, First Aid, and "Caretakers"

Does everyone in your team know about emergency procedures? Make a plan, print it, and display it in multiple locations!

Accidents

We all know that most accidents happen at home (during free time). Most accidents in marathons are cuts through broken glass or knives, people tripping and straining an ankle, or high boleos hitting someone else, stiletto heels hitting someone, or lost toe nails.

• Where are the emergency med-kits?
  • You might want to buy a few for yourself so you know where they are. (e.g. at the bar, in the bathrooms, and with the DJ)
    • Gloves
    • Disinfectant
    • Bandages
  • Include other emergency items for your guests (deodorant, tampons, condoms, ...)
• Do you have people trained in first-aid in your team? among your guests?
• Do you need to have emergency medical personnel at reach?
• Do you have all needed phone numbers?

Infectious Diseases

Whenever people meet there is a possibility of getting infected. However, as an organizer you can help to minimize infections during your event. This includes COVID, but also covers infections like influenza, and stomach flu, or diarrhea, etc.

Easy to implement measures include:

• Disinfection of surfaces that are heavily used
  • Bar surfaces
  • Bathrooms
  • Doorknobs
• Hand disinfection for dancers to be used
  • on entrance
  • between tandas
  • after visiting the bathrooms
• Sufficient air quality
  • Regular opening of windows for fresh air
  • Ventilation
  • Air purifiers
• Everyone handling food and drinks. (in some countries there are regulations about people working in kitchen or preparing food!)
  • Disinfect hands
  • Wear gloves
  • Wear masks
  • Cover hair

Allergies

Allergies can be a nuisance at best, prevent guests from fully enjoying the event, or even fatal.

Common allergies you should consider in your planning are listed below. Especially if you aren't allergic yourself: do yourself a favor and speak to some people with allergies so you better understand these issues and how they can be mitigated.

• Food allergies and incompatibilities
  • Ask your guests beforehand, be aware, and offer alternative foods
  • Especially dangerous allergies are against fish, crustaceas, and nuts.
• Dust
  • Especially in venues that are older, or have big textiles (curtains), dust can be a real problem, not only for those who have a know allergy against mites and house dust.
  • These are allergies that can basically prevent someone from staying too long in the venue, and exclude them from the event.
  • You can mitigate by
    • cleaning thoroughly between days
    • good ventilation / air exchange
    • not moving textiles too often, e.g. curtains or carpets
  • Air humidity plays a big role here
• Fungus and Mold
  • Old venues might have a fungus problem, as well. These can actually be quite allergenic and cause severe health effects. Well maintained public venues are often OK, but especially the "edge" venues that are often more affordable can have problems.

Other Damages

• Broken glass
  • Limit the use of glass
  • Have cleanup tools at hand, quickly

Theft

Especially venues that are open to the public can have a danger of theft. Even if the likelihood is low, your guests might feel uncomfortable if they don't feel that their bags or wardrobe is safe. You will want to have guests who feel safe.

• Consider posting signs "private party, no unauthorized access"
• Security, or a check-in helper?

Water / Liquids

• Water damage can destroy a wooden floor, and that can get expensive, but also ruin the event.
• Sources for water damage
  • Rain
  • Open windows
  • Water bottles spilling

Fire

Usually a lower probability, but the damage can be quite large.

Guiding questions:

• Where are the emergency exits? Are they accessible or blocked by chairs/tables/suitcases?
• Where are fire estinguishers?

• What are the sources of fire risk that you control?
  • Do you use candles? Are you allowed to?
  • Electric wiring