3F Safety Report

SAFETY REPORT AN EVALUATION OF EXPERIENCES AND NEW RISKS WITH A PREVIEW OF TRENDS AND chances FOR THE FESTIVAL INDUSTRY

Content The 3F Safety Report was developed by the management team of the YES Group (YOUROPE Event Safety Group) on behalf of YOUROPE – The European Festival Association. This report is a publication within YOUROPE’s three-year project „Future-Fit Festivals“ (3F), co-funded by the European Union.

Content:

Coralie Berael

Henrik Bondo-Nielsen

Sabine Funk

Roxana Luca

Morten Therkildsen

Pascal Viot

Alexandra von Samson

Ralf Zimme Editing:

Alexandra von Samson Design:

Anastasia Bulyukina Contributors:

Members of the YOUROPE and YES Group networks

YOUROPE e.V.

The European Festival Association

Auguststr. 18 | 53229 Bonn | Germany

www.yourope.org

3F – Future-Fit Festivals project lead:

KME Karlsruhe Marketing und Event GmbH

www.karlsruhe-event.de

Co-funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those

of the European Union or the European Education and Culture Executive Agency (EACEA). Neither the European Union nor the granting authority can be held responsible for them.

Introduction

3

A word from the YES Group

3

THE SURVEYS

6

How did the Challenges and Plannings Change The Risk Assessment before the Event Assessment of the Event itself Focus Topics in the Planning The Major Challenges

7 14 17 18 20

WEATHER PHENOMENA

22

Background Overview Building Up Resilience Best Practice

23 26 27

why document

34

Learning from Disasters and from Each Other Documentation as the Backbone Concerns What does it mean?

36 38 41 43

New Threats

45

Emerging Challenges Navigating The New Challenges How To Handle New Threats?

46 49 49

SPOTLIGHT ON THE SURVEY

51

The Dangers of Handing Out Accreditations

52

Safe Gatherings in 2024

55

Crowd Safety The Change in Approach Summary of the New Approach

55 56 59

From a venue perspective

61

closure

63

2

INTRODUCTION The return of festivals and live events in the “Post Pandemic World” brought a wave of enthusiasm, happiness, and good vibes that was palpable across every event. After years of uncertainty and disruption, there was a collective sense of readiness and excitement to return to the “new normal”. With a deep sense of relief and eager to reconnect, both attendees and organisers echoing the sentiment: "We're back!"

This collective excitement with its remarkable surge of energy left a lasting impression, showing that despite the challenges, the heart and soul of festivals remain vibrant and full of life. It also highlighted how important events are for bringing people together.

However, alongside this collective excitement came a range of challenges that festival organisers, staff, and attendees had to navigate, many of which were both expected and unexpected.

Photo: Holger Jan Schmidt

Two of the first European post pandemic Festivals: Rock Am Ring (above), Primavera Sound (below) Photo: Santiago Perie

3

One

of

the

primary

overwhelming

issues

workload

in

the

first

post

that

left

teams

pandemic

feeling

year

exhausted

(2022) and

was

the

constantly

operating on the edge. Staffing shortages, inexperienced or out-of-hand teams, and the unpredictable behaviour of a new generation of festival-goers, while full of energy, but inexperienced and chaotic, lead to significant operational challenges.

Ensuring

the

safety

and

security

of

these

large

gatherings

has

required

extraordinary effort, often stretching festival resources to their limits. Sometimes leading to frustration among both staff and attendees.

Photo: unsplash.com

In addition to those challenges, extreme weather conditions created another significant hurdle. Extreme heat or other severe weather conditions such as heavy thunderstorms during many events pushed both staff and attendees to their limits.

As the festival landscape continues to evolve, constant recalibration is necessary to adapt to the “new normal”. Including the shift to the new generation, audience as well as staff, changing crowd expectations behaviour, logistical complexities and rising extreme weather phenomena.

The “old but new” factor, the new focus on terrorist threats in some European countries,

require

a

close

co-operation

with

the

local

safety

authorities.

Successfully managing these factors will require innovative approaches, careful risk management, and a proactive response to both operational and behavioural Photo: Jaroslav Nov·k/TASR/dpa/picture alliance | Extreme weather event at Pohoda Festival 2024

changes in the festival environment.

4

As technology evolves with multiple channels and ways people access information, media coverage becomes harder to track. And the question rises on sources and which ones to trust. For this report, ChatGPT was partly used as an analytical tool to supplement traditional research.

Comparing industry insights, festival representatives testimonials, and media reports, it was found that online and offline information can be contradictory. For example, ChatGPT flagged crowd control issues at Roskilde Festival, which seemed to be a typical problem festivals have had this summer. But with a closer inspection, it was revealed that neither Roskilde had severe crowd management issues nor was it a general problem throughout European festivals this summer. That situation highlighted a general topic that media reports, wether online or offline, are not necessarily representing the truth or the entire information on the topic from behind the scenes.

In this report the YOUROPE EVENT SAFETY Group aimes to give an overview on the focus and topic changes in safety & security as well as health & safety regarding the landscape of organising festivals. Therefore, a survey was sent to the YOUROPE partners and their safety & security specialists and the results will be addressed here. Out of the various topics which kept organisers and planners busy a closer look was taken on three focus topics:

Weather

Documentation

Terrorist Threats

5

The Surveys During the project period three surveys were conducted – each one at the end of the annual festival season.

From 2022 to 2024, the festivals moved from a post-pandemic recovery phase toward a more complex yet stable atmosphere. The energy and “comeback” driven excitement of 2023 shifted toward calm and smooth operations in 2024, but the global and financial challenges grew.

6

How did the challenges and plannings change in the Post Pandemic Years

During the last three years, organisers and their teams demonstrated increasing adaptability and professionalism, yet staff exhaustion and external factors like weather and incidents worldwide continued and still is continue to impact the festival experience.

When analysing the main three keywords describing the festivals in 2022 and 2023 the change is clearly visible. More enthusiastic terms as “return to normal” found their way into the answers.

2022

2023

Pictures: What 3 words do you think describe the festivals season best

7

A deeper look into 2024

The results in the graphic below show an overview of participants' initial reactions to the 2024 festival season using the same Mentimeter tool. 108 festival organiser respondents shared their feedback by listing three words that came to mind when thinking of this year's festival edition. And the shift even from 2023 to 2024 gets obvious.

2024

The “Post-Pandemic Festival Seasons” show a remarkable surge of energy, amplified by the positive, community experiences characterising the festivals. This collective excitement left a lasting impression, showing that despite the challenges, the heart and soul of festivals remained vibrant and full of life. The new generation of festivalgoers are joining today’s events, are a challenge themselves, while full of energy and lacking experience. Sometimes contributing to less unpredictable contexts.

For example, in 2023, a ruckus at a Travis Scott concert held in Rome’s ancient Circus Maximus resulted in around 60 people needing medical treatment and a 14-year-old being hospitalised after falling from 4m height after attempting to elude security to watch the show.

Source: www.euronews.com

Picture: What 3 words do you think describe the festivals season best

8

The frequently used terms in the YES Group survey show

Extreme Weather:

that the 2024 festival season can be categorised into several

The

main themes:

(e.g., heat waves, storms) were noted by many, indicating

unpredictable

and

often

severe

weather

conditions

that this was a significant factor affecting both the staff and

Challenges:

the attendees.

Exhausting: Several organisers mentioned the physically and mentally draining nature of the festivals, reflecting long working hours and high stress levels, likely due to operational pressures and unexpected obstacles.

Worldwide: Taylor Swift's Eras Tour in Rio de Janeiro saw a tragic incident where a 23-year-old fan died from heatstroke amid 39°C heat and water restrictions. Similarly, Coachella in the US faced numerous heat-related medical emergencies due to extreme temperatures. Burning Man, held in Nevada’s desert, experienced flooding and dust storms, leading to

For

instance,

Tomorrowland

festival

(Belgium)

has

experienced

problems

related

chaos,

injuries,

Summerfest

had

and a

medical

stage

banner

issues.

In

Milwaukee,

fall

to

high

due

winds,

resulting in injuries to several attendees.

to the global computer outage that took place on Friday, 19th July

2024,

industries

affecting

multiple

worldwide. Top-up

issues, artist transportation and multiple questions had to be treated intensely both on-site and online among festival-goers.

Europe: Medusa Festival (Spain) had strong winds that caused a stale collapse, killing one person and injuring 40 in 2022.

Source: edition.cnn.com

Source: www.brusselstimes.com

9

Rising Costs: Increased costs of production were a major concern, reflecting the financial strain experienced by organisers due to inflation and higher material/logistic expenses.

Cancellations: Some festivals faced event or performance cancellations, most likely due to logistical issues or weather-related factors.

Pohoda festival was cancelled after one of its large tents collapsed due to a severe storm, injuring 29 festivalgoers, while in 2023 heavy rains led to dangerous mudslides, injuries and prompting evacuation at Wacken Open Air Festival (Germany)

Source: www.theguardian.com

Source: www.iq-mag.net

Crowd Management and Safety Concerns: Words like "crowd incident" and "security" were mentioned, pointing to difficulties in handling large crowds, especially during peak times or popular performances.

There was a crowd collapse at Boardmasters Music Festival (August 2024, UK), creating a domino effect.

Source: www.voicenewspapers.co.uk

In Roskilde Festival, Denmark, multiple injuries were reported due to massive mosh pits, exacerbating concerns over crowd control at large festivals.

But please see the comment above in mind regarding not properly researched articles.

Source: www.messedmag.com

10

Multiple incidents of crown congestion occurred near the main stages at Glastonbury Festival (UK).

Source: www.somersetlive.co.uk

or Notting Hill Carnival, too.

Source: www.policeoracle.com

An incident with a drone prompted Green Day in September

Source: eu.detroitnews.com

to be rushed from the stage just 20 minutes into their concert at Comerica Park (Detroit, US),

Source: www.policeoracle.com

while Lollapalooza in Chicago (US) had a drone incursion interrupting performances, causing a brief evacuation as security investigated the situation and coming with severe public information on permissions

Source: www.policeoracle.com

11

Operational Issues:

Emerging Concerns:

High Work Load:

Drugs:

The intensity of workload on staff

"Drugs" were mentioned by some people as a potential issue during the festivals,

and volunteers was and still is a main

indicating concerns about substance use among attendees. Crossing borders to

topic. Words like "busy" and "high

attend nightlife events or music festivals is common in different parts of Europe.

load" indicate that festivals lead to operational

strain.

Even

if

the

overwhelming workload of the 2022 and

2023

exacerbated

decreased,

the

situation

with

inexperienced staff and shortage of personnel still caused difficulties for

Communication: A few respondents raised concerns communication

issues,

hinting at possible lapses in internal coordination

between

point indicates that, because of longer operating hours, less rigorous enforcement of age restrictions and, sometimes, even cheaper drugs available in the neighbouring countries are a cause of travel and drug use in Europe.

Source: www.euda.europa.eu

smooth operations.

about

For example, information provided by the French national focal

festival

teams or with external parties.

Misuse of Credentials: The reference to misuse of credentials indicates some concerns around security breaches or improper access management for staff and attendees, highlighting a need for tighter controls or a different approach to the use of credentials.

See some closer insights into this topic on page 52.

12

The positive aspects Not just everything was bad or negative, as it can be seen in the results of the survey. Positivism found its way back into the industry.

Success and Positive Impressions Success:

Despite the aforementioned obstacles, there were several instances where respondents celebrated the overall success of the event in 2024.

Some answers described the experiences even as "colourful" and "historic", indicating a sense of uniqueness and special moments.

On crowd management, here are examples of communities led by artists, such as Korn who paused their set at Louder than Life Festival (US) after a fan was injured in the crowd, telling their audience that they will not be playing until everyone is safe

Fantastic and Impressive: A significant number of respondents viewed their festivals successful. The terms reflect the ability to deliver impressive performances and memorable experiences for the attendees.

Fun: Many participants still highlighted the enjoyable atmosphere of the festivals, indicating the return of positiveness into the festival operations.

Good Weather: While some festivals faced extreme weather, others reported having "good weather," showing the varied experiences depending on location and timing.

Source: loudwire.com

13

In summary, while operational and weather-related challenges were prevalent, many respondents emphasised positive aspects which demonstrate an overall positive development within the festival industry and post pandemic operations.

The Risk Assessments Before the Event

What was basically your risk assessment BEFORE this year edition?

2023

2024

14

Comparison of Risk Assessments between 2023 and 2024 shows a clear rise regarding the expected likelihood of weather-related risks.

15

Expectable risks in the context of events, like crowd movement or technical problems, are still ranking on medium, representing common risks. They remain in medium “have to be assessed” position.

In 2024, political activism was assessed as a risk for the first time. It is plausible that in the beginning of the festival season, when the risk assessments were being conducted, those threats were not in the focus or did not present themselves in a focus.

This obviously changed during the season especially regarding a growing conflict between Israel and Palestine, which brought up a lot of divergent and potentially aggressive demonstrations and actions.

16

Assessment of the Event Itself

Lack of Security Staff

In a direct comparison, the changes of the main topics of the event operations during the last three years become quite visible, as shown in the graphic below.

In recent years, the issue of laxking security staff at festivals has seen a notable decline in concern among festival planners. This development suggests that while security staffing remains a topic of concern, especially for large scale events, it is becoming less of a priority compared to other emerging challenges.

What kind of issues (predictable or not) did you have to deal with DURING this year's edition?

2024

Weather Weather has become a growing concern for festival planners.

In 2022, only 8% cited it as critical, but by 2024, this rose to 29%. This increase reflects the rising unpredictability and severity of weather. While concerns slightly declined from 2023, weather-related risks remain prominent. Festival planners are becoming more aware and are adopting mitigation strategies, yet extreme weather events continue to pose significant challenges for the industry.

The two key topics in the comparison were Lack of Security Staff (2022) and Weather (2023).

17

Which topics have occupied you

Weather and Environmental Topics

the most in the PLANNING of this

Extreme weather was one of the major concerns for festival

year’s festival edition?

waves, storms, and heavy rainfall threatening the general

organisers,

with

unpredictable

conditions

such

as

heat

safety of the events.

The survey responses highlight a range of significant topics that festival organisers had to deal with while planning the 2024 festival edition. These challenges can be grouped into several themes, reflecting the operational, logistical, and safety concerns as demanding the most attention.

ensuring

safe

movement

within

On the other hand, to deal with expected extreme heat,

for heat-related illnesses became a key planning topic.

Crowd management is always a focus for festival organisers, in

and staff readiness.

cooling areas, adequate water supplies, and medical support

Crowd Management and Movement

especially

Evacuation planning was crucial requiring detailed protocols

complex

Same as getting ready for potential heavy rain, it led to adapted crisis management strategies regarding ingress and egress routes as well as camp-grounds.

venues.

Planning and controlling the crowd flow between stages is essential

to

particularly

prevent

with

the

bottlenecks

presence

of

and

very

overcrowding,

enthusiastic

fan

groups, as well as ensuring front-stage safety with proper barrier systems, adequate personnel and crowd movement strategies and efficient evacuation routes or crowd control plans in case of incidents.

18

General Safety and Security Concerns

Social and Political Issues

General safety and security were top priorities for festival

Political activism and global movements were additional

organisers,

factors that occupied organisers’ attention, getting prepare

focusing

on

physical

safety

and

preventing

safety and security threats.

Including

counterterrorism

for potential activism or protests during the festival.

efforts

in

collaboration

with

The

rising

involvement

of

political

and

environmental

authorities, conducting security checks, using surveillance,

activism in public events, caused the need to develop plans

and adapting the existing emergency response protocols,

to

with the adequate response teams in place.

disrupting the festival.

manage

demonstrations

and/or

activists

without

Infrastructure and Logistical Budgeting and Economic Pressures

Challenges are

Budgeting for the festival was a significant challenge all over

always essential areas of focus, particularly for festivals held

the post pandemic years. The consistent rising costs across

at new or complex venues. Some festivals even required

the board makes it difficult to fulfil all needs, operational as

infrastructure setups being compliant with changing local

well as in regard to safety and security.

Site

management

and

infrastructure

development

regulations.

Roadworks

or

other

changes

within

the

last

mile

area

required adapted traffic flow plans with local municipalities, as well as changes in the ingress and egress plans.

Dealing

more

with

weather-related

risks

led

to

power

stability and backup systems to prevent outages.

19

Crowd Management and Safety:

What Was THE Major Challenge For You This Year

occupied in planning and their onsite challenges.

crowds

in

the in

Challenges:

face

of

addition

Managing

large

severe

weather

was

to

general

crowd

the

a

management plans.

clearly

showing the link between the topics which kept the festivals

Movement

challenge

Even if the general challenges vary from festival to festival, the survey demonstrated key issues, summarized below,

Crown

Counterterrorism Measures: In some countries authorities increased counterterrorism efforts at the last minute, which required additional safety protocols and coordination with

Weather:

security teams.

Unpredictable Weather: The season was guided by high

Inexperienced Festival Goers: A newer audience, including

temperature or heavy rain before or during the event with the

special fan-groups, as K-pop crowds, presented challenges

risk

in

instability,

of

damaging

with

the

site

storms,

and

high

winds

impacting

the

and

audience's

experience leading to the need of focusing on drainage options on-site.

Heavy

rain

posed

additional

challenges,

terms

of

managing

inexperienced

attendees

and

maintaining front-stage safety.

rendering Security and Staff:

camping grounds unusable and causing operational delays, creating a need to optimise the existing crisis management

Potential Staff Shortages: Although the festivals

strategies to address site damage and safety risks.

eventually managed to secure enough staff, the

Severe Weather Campaigns: Awareness campaigns needed to

concerns about potential shortages and the quality of staff

be launched to address weather-related safety issues to the

were

audience and the crew, including behaviour in case of storms,

needed to be given to the rising costs and the high demand

evacuation and power outages.

for experienced personnel.

always

present.

Additionally,

extra

consideration

20

Logistical Changes and Infrastructure:

Coordination with Authorities:

Electricity

and

conditions

sometimes

Power

Outages: caused

Bad

weather

Roadwork

power

outages,

conditions, such as roadwork and traffic planning

which impacted the electricity structure.

a

politically

complex

Management:

Underlying

management to ensure smooth operations during the festivals.

New Government Guidelines: Regulatory changes, in

Traffic

from the municipality, required rethinking traffic

Political and Economic Challenges:

especially

and

country

like

Belgium, required adaptation to constantly shifting government guidelines.

Authority Relations: Dealing with authorities, including their requirements

for

crowd

management

and

emergency

planning, was a consistent challenge that needed constant attention.

Rising Costs: High production costs, along with lower-thanexpected pre-sales, added financial strain. Budgeting became even

more

challenging

with

increased

expenses

for

site

preparation and the impact of inflation.

Health and Safety (H&S):

Technical Safety and Liaison: Health and safety liaisons

played

an

essential

role

in

managing

Political Activism: Activism linked to conflicts in the Middle

technical safety concerns, particularly related to

East

severe

or

climate

change

created

an

additional

layer

of

weather

conditions

and

crowd

management.

complexity in managing the festival environment.

Overall, in 2024 had to navigate a broad range of challenges, from unpredictable weather to security, logistics, and regulatory changes. The solutions implemented, such as improved crowd management, diversified security, partly new infrastructure setups, reflected the festival community’s ability to adapt under pressure.

As can be clearly in the results of the survey at least for the last two years weather was and still is one of the key topics. I increasing weather phenomena the festival orgsanisers

and

it

seen

the following chapter the focus is on the

,

n

nowadays.

21

Weather Phenomena in the Context of Outdoor Events – Still a Number One Topic in Event Safety Planning Open-air festivals, with their vibrant atmospheres and large crowds, are increasingly vulnerable to extreme weather events due to climate change. The frequency and intensity of storms, heatwaves, heavy rains, and high winds are rising globally, posing significant risks to both safety and event planning. As these events become more common, festival organisers must adapt to ensure the safety of attendees and the smooth execution of their festivals.

Risk assessments have become essential in the planning process, allowing organisers to prepare for worst-case scenarios such as heat-related illnesses or structural damage from storms. Continuity planning is also crucial to maintaining operations during adverse conditions, with strategies for realtime evacuations, sheltering protocols, or rescheduling to protect attendees, staff, and artists.

Addressing these challenges requires international collaboration. Festivals in Northern Europe, often dealing with rain and storms, can learn from Southern Europe’s experience with extreme heat and drought. Sharing knowledge on heat and wildfire management, resilient infrastructure, and effective evacuation plans can help festivals worldwide improve their preparedness.

This article highlights insights from meteorologists on evolving weather patterns and their impact on future festivals. Best-practice examples from European festivals show how some have successfully navigated extreme weather, offering valuable lessons. By sharing strategies and fostering global cooperation, the festival industry can build resilience in the face of an increasingly unpredictable climate.

22

A quick background overview

There are many terms used in the context of weather and climate change, so let's briefly clarify them.

What is weather? Weather refers to the current conditions of the atmosphere in a specific place at a specific time. The type of information we check on our phones when deciding whether to bring a raincoat. Weather is a result of the climate, but fluctuates from day to day.

What is climate? While weather is what's happening now, climate is the bigger picture. It’s the average weather conditions observed in a particular location over a long period, usually around 30 years. It can be seen as the overall pattern, which tells if a region is typically warm, cold, dry, or humid.

particularly since the Industrial Revolution, due to human activities such as burning fossil fuels, deforestation, and industrial processes.

Outcomes of a changing climate

The global rise in CO2 emissions over the past century has led to a sustained increase in temperatures, with significant warming trends since the 1920s, accelerating notably since the 1980s. This warming correlates with phenomena like glacier melt and increased extreme weather events. While natural drivers play a role in short-term variations, evidence shows that the observed rise in Earth's temperature is due to both human and natural factors, as demonstrated in the following diagram.

Climate Change: The Bigger Challenge

Climate change refers to any significant changes in the above-mentioned long-term weather patterns. This term encompasses all types of instability in our climate, whether it's rising temperatures, increased rainfall, or prolonged droughts. These changes have been accelerating,

Source: wikipedia.org

23

Modern Climate Changes: What It Means for festivals and outdoor events The term “modern climate change” specifically refers to the changes we’ve seen over the last few decades. It's characterised by more frequent extreme weather events, like heat waves, heavy rainfall, and unexpected temperature drops – all of which significantly affects outdoor events in planning and on-site.

As illustrated in the following graphics, weather and climate are highly complex and delicate systems influenced by numerous factors. Human activities over the past century have intensified these influences, resulting in more unpredictable weather patterns.

The fragility of the climate system means even slight warming can cause significant impacts, including more frequent extreme heat events and severe weather like intense thunderstorms. These patterns, observed over the past 30 years, indicate ongoing climate change. The annual European State of the Climate Report highlights the alarming trend of rising temperatures and their effects across Europe, underscoring the urgent need for action.

Source: IPAA, 2007

Source: Trenberth et al., 2009

24

“Europe is the fastest warming continent, with temperatures rising at around twice the global average rate, as underlined by the European Climate Risk Assessment” Considering the aforementioned factors, significant consequences are anticipated for the European continent, with implications expanding globally.

For festival organisers, this means that weather risks have become harder to predict, making it more crucial than ever to stay informed and prepared.

25

Building Up Resilience The key message is that climate and weather will not "change back" in the near future, likely for the next 30–50 years. To mitigate rising temperatures and address climate change, immediate and substantial action is needed to reduce CO2 levels. The good news is action can be taken.

Building climate resilience requires adopting clean energy, sustainable transportation, local food consumption, water conservation, and innovative technologies. These measures, including in the event industry, are crucial for preventing further negative impacts of climate change.

“

“In summer in particular, however, special attention must be paid to storms, which can occur at any time and almost suddenly” “Conventional warnings, such as those offered by various weather services on the Internet, are usually too imprecise,... and also leave a lot of room for interpretations” “The outdoor season in 2024 was characterised by generally unstable weather conditions. In June, July and the first half of August in particular, there was hardly ever a dry spell of weather that lasted longer than 1 or at most 2 days. Instead, showers, thunderstorms or intense rain were frequently on the program which lead to interruptions, postponements and cancellations.”

Bernhard Mühr – EWB Wetterberatung

26

Best practice Festival organisers must ensure safety amid extreme weather by understanding the site, anticipating challenges, and implementing precautions. Key steps include adapting planning, conducting risk assessments, and creating action plans.

Sharing best practices across regions is crucial, as southern countries face heat waves while northern countries handle rain.

We highlight examples from Denmark and Portugal.

The governments of both countries published official weather guidelines for festival organisers, referring to the safety of everyone being onsite.

The complete Danish guideline can be found here: www.dmi.dk

The complete Portuguese guideline can be found here: www.agif.pt

27

Portugal

In combination with the increasing heat in southern Europe the danger of wildfires even in the context of festivals has increased over the last couple of years. Miguel Almeida, safety and

security

manager

for

Boom

Festival

as

well

as

a

very

active

researcher

at

the

University of Coimbra in the field of wildfires, gives some best practice advice for the upcoming heat waves that Northern Europe is experiencing since a couple of years ago.

Best Practices for Fire Risk Management at Festivals in Fire-Prone Areas

Fire safety at festivals in fire-prone areas requires coordinated efforts between festival Source: pixabay.com

organisers, civil protection agencies, and safety authorities. Key elements include fire risk assessment,

vegetation

management,

ignition

prevention,

and

emergency

preparedness.

hw Fire Risk Mapping and Assessment

w Vegetation and Fuel Management

The festival site should be mapped with

Effective

a

essential. Keep herbaceous plants very

and

considering vegetation, wind patterns,

low

Isolate

fuel

buffer

moisture,

Identify those

zone

of

and

vulnerable

at

implement

risk

at

of

least

5

km,

near

vegetation

key

assets

control

like

tents

is

Øw Man-made Fuel and Sectorization

and

Sectorize areas with vehicles, caravans, infrastructure high-risk

behaviour.

stages and prune trees in special areas

storage,

areas,

especially

f.e.,

species

parked

for

like pine, create firebreaks to limit the

sector

distances

spread of crown fires.

intensity guidelines.

fire

spotting,

self-protection

and

measures

areas

with

flammable

limit

fire

elements,

fire

in

and

to

ensure

quick

spread.

like

fuel

vehicles

are

evacuation, adhering

to

with fire

that adhere to local regulations.

28

"# Ignition Control

To keep the awareness for the topic on a high level during the festival run a fire safety awareness campaign to inform attendees about entry restrictions, fire risks, and safe behaviours. The usage of both digital tools (e.g., a mobile app, social media) and traditional announcements via the PA system, signage and the use of video screens should be implemented into the communication.

_# Public Communication and Awareness

To keep the awareness for the topic on a high level during the festival run a fire safety awareness campaign to inform attendees about entry restrictions, fire risks, and safe behaviours. The usage of both digital tools (e.g., a mobile app, social media) and traditional announcements via the PA system, signage and the use of video screens should be implemented into the communication.

# Emergency Preparedness and Response

Developing a comprehensive emergency plan is absolutely crucial including quick response measures such as stationing heavy machinery near critical areas to quickly create firebreaks and having firefighting resources available quickly.

Establish safe meeting points with logistical support. Staff and volunteers training in fire safety protocols should be included into the preparation, ensuring the personnel in question is easily identifiable during emergencies.

¯# Fire Response

In the dry summer months, the occurrence of a fire can never be fully excluded. If happening, ensure the emergency plan is getting activated and adapted if needed. A close coordination with the civil protection and safety authorities in the process should be held as well as on decisions regarding potential site closures.

29

Denmark

Since the preparedness for great heat and potential wildfires used to be essential for the Southern European countries, wind and rain were the focus topics for the Northern European countries in the past.

Key Weather Phenomena and Their Impact

Wind:

Rain:

Thunderstorms:

Sun and Heat:

Wind can be hazardous,

Rain can turn the site muddy,

Lightning is especially

Prolonged exposure can cause

toppling structures like

making movement difficult and

dangerous in open

dehydration or heatstroke.

tents and signs. It’s

affecting logistics. Adequate

areas with metal

Shade and drinking water

important to have a plan for

drainage and materials like

structures. A solid

should be readily available, and

actions based on wind

gravel are essential. Electrical

evacuation plan is vital,

guests should be advised to

speeds, accounting for both

equipment must be protected

and staff must be

use sunscreen and protective

average and gusts.

from moisture.

trained accordingly.

headgear.

Weather Response Team

Creating a weather response team is crucial for rapid decision-making. This team should consist of key festival personnel and be tasked with monitoring weather, informing stakeholders, and implementing safety measures when necessary.

Key Responsibilities for the team should be such as a continuous monitoring of weather conditions and alerts, communicating weather changes to all relevant parties, holding regular meetings during critical periods and ensuring safety procedures are followed. Finally dismantle critical structures if needed due to dangerous weather.

30

Staff Safety Instructions

All festival staff must be trained to respond to changing weather conditions, particularly those handling structures. They should know when and how to secure or dismantle structures and have access to the necessary tools and protective gear. Clear evacuation procedures should also be established and communicated.

Using Meteorologists

As weather risks must be an integral part of the safety planning for every outdoor event including a professional meteorologist into the safety structure of the event might be of great help. Especially in terms of consequential damages such as reputational damages and high-level insurance cases.

Conventional warnings, such as those offered by various weather services on the Internet, are usually too imprecise, often issued too late and leave a great deal of room for interpretation and inadequate Source: spiegel.de response options.

The experience of recent years shows how valuable the support of trained and experienced meteorologists on site can be - the qualified observation of weather events leads to a qualitatively better and faster assessment of the potential for severe weather threats and, due to fast and direct communication channels to the relevant parties involved, important decisions can be made directly and efficiently. Even on days without the potential for severe weather, experts were able to provide valuable information at an early stage, for example on wind or storm potential, and prepare or initiate suitable measures.

It goes without saying that external consulting activities never compete with the official weather services of the various countries, such as the German Weather Service (DWD) and its warning system. In many cases, however, these warnings can be refined in terms of space and time, and it is not uncommon for events to benefit from the earlier issuing of a warning or the earlier cancellation of a warning. And sometimes, despite a valid warning from an official service, there is no immediate danger to the venue and the event.

31

Temporary Structures Temporary structures, such as tents, stages, and canopies, pose significant risks in the context of severe weather phenomena due to their inherently lower stability and structural integrity compared to permanent buildings. They must be constructed to withstand local conditions, with proper structural calculations to ensure safety.

The communication of any scenario description and / or action plans to the relevant parties within the emergency scenarios is vital.

To set up a resilient system, a detailed overview of all structures on the site should be created including under which weather conditions they should be secured or dismantled and who is responsible for carrying out those actions. These action plans have to be implemented into the weather-related risk assessments as well as in the general safety plans.

Being in close contact with all involved parties such as suppliers of video walls, stages and rigging suppliers increases the security of the actual structure and the other structures directly involved. This includes the appropriate set up of structures as stages, tents, and pavilions according to applicable safety standards and certifications.

Photo: Jaroslav Nov·k/TASR/dpa/picture alliance | Extreme weather event at Pohoda Festival 2024

32

What’s next?

The actual climate changes and the resulting weather phenomena will not change in the next upcoming years. Event organisers and safety and security planners must adapt to this circumstance - preferably sooner rather than later. Being in close contact with experts and researchers in the field of weather and climate changes plus the close contact with colleagues from all around Europe is increasing the ability to create an as safe as possible environment for everyone on the festival sites. To be able to provide the best possible festival experience to the guests on the field, resilient systems have to be created by all people involved in planning. Not having festivals with their vibrant atmosphere and the goal of bringing people together is not an option!

As shown in the texts above, there is a need to adapt measures to the old and the new challenges in the general planning and specifically in the safety planning of an outdoor festival. As one of the key points to prevent further legal consequences, f.e. after an evacuation, documentation is one of the most important tools to use in the various phases of the festival operations, going side by side with a fundamental planning.

33

Why Document - The Importance of Documentation in Planning and Operations in Event Safety The end of the festival summer 2024 emphasizes the critical significance of safety planning at festivals. Crowd safety management includes the components of planning, organising, and monitoring to ensure a safe and enjoyable experience for all attendees. While the importance of planning is widely acknowledged, challenges arise in comprehending its true meaning, implementing effective strategies, and balancing comprehensive planning with risk assessmentparticularly as safety personnel face new challenges and updated plans annually.

This article provides practical advice on planning, placing particular emphasis on the necessity of documentation alongside planning to enhance safety.

“

“Documentation starts at the beginning of the planning process.”

34

Identifying Early Warnings: Learning from Disasters In the book *Learning from Disasters* by Toft and Reynolds, the concept of an “incubation period” in accidents is introduced, and there is a lot to learn for safe festival operations. The incubation period means that minor oversights accumulate and ultimately lead to an incident. The primary reason for accidents often resides in an oversight of Source: amazon.com earlywarning signs or an insufficiently prompt reaction. Consequently, the objective in planning should involve establishing an operational framework that enables all parties to react swiftly and coordinate effectively to prevent incidents – or at a minimum, reduce their impact.

And finally, being able to document the incidents to keep the awareness on those incidents high and try to eliminate even the small events leading into a bigger incident.

Some holes due ot active / personal failures

Threats

Other holes due to latent / systematic failures Losses

Defense layers Source: wikipedia.org

The Swiss Cheese Model illustrates very clearly how safety systems function and where their weaknesses lie. It also raises the questions of when hazards/errors are noticed and when they can be documented. When hazards pass through almost all safety barriers, they may be registered and documented as near misses. However, the learning factor begins at the very first safety barrier and the documentation and the learning should start there.

“

Near misses should not be shrugged off but instead be treated as fortunate experiences, since if the same events were to repeat themselves in less forgiving circumstances, then disaster might ensue.

(Learning from Disasters)

35

The statement that near misses should not be shrugged off

and near misses. The idea behind this safety model is simple:

but instead be treated as fortunate experiences shows the

if something bad happens, it must be ensured that it never

importance of documentation on-site to be able to evaluate

happens

again;

logged situations in the aftermaths and learn from them.

incidents

happen,

The key point is that if the same incidents (near misses) were

prompting all organisations within the industry to revise

to

their

repeat

themselves

in

other

surroundings

or

plans,

otherwise, the

fatalities

lessons

procedures,

and

could

learned

protocols

occur.

are

When

documented,

accordingly.

This

circumstances, a disaster might ensue. Additionally gaining

system can and should be adapted into the safety planning

insights from incidents at other events is very advantageous

for events as well.

and

emphasises

the

advantage

and

need

of

a

constant

exchange.

The ultimate goal for festivals is delivering a remarkable

Learning from each other

experience

for

attendees,

prioritising their and everyone else’s safety.

for safer Events

Organisations such as YOUROPE Event Safety (YES) Group play

Learning from each other as well as a constant exchange between

festivals

commonalities

and

across

events

in

various

general

help

disasters

identifying

and

develop

an

important

knowledge

sharing

role and

in

this

context

collaboration

to

by

facilitating

improve

safety

outcomes for everyone involved in events, staff as well as artists and the audience.

universal response strategies. Or share already proved and implemented response strategies.

The

foundational

basis

for

effective

safety

planning

and

practices can be observed in the airline industry's system of reporting and sharing lessons learned from both disasters

36

Case Study: Planning for Weather Challenges

Photo: Chuck Haupt/American Red Cross

The storm that hit Pukkelpop in 2011 is a great example of the importance of being prepared for bad weather and led to a replanning of how Roskilde Festival dealt with weather-related issues. Consequently, comprehensive plans for extreme weather were thoroughly revamped to ensure they were well-documented, tested, and effectively communicated across the organisation. This advance preparation proved invaluable; during one notably wet year, where over 65mm of rain fell, the well-documented plans enabled the festival to address various safety challenges without being overwhelmed by the weather consequences.

The planning framework places emphazises on early warning signs, which allows for timely reactions. It is based on Hollnagel's four-step resilience approach, with a 5th step added which is worth considering during the planning process.:

1. Create a Baseline of Conditions

2. Define Deviations from the Baseline

3. Develop a Management Plan to Return to Baseline

4. Monitor for Deviations and Trigger Procedures When Needed

5. Determine When Conditions Return to Baseline

“

“Being aware of early warning signs allows for timely reactions”

For instance, the weather plans do not define "good weather" merely as baseline conditions; instead, they describe a safe and functional site where the event can proceed without compromising safety. That doesn`t necessarily mean perfect festival weather, with 25° C, partly cloudy and a slight wind. The focus remains on maintaining site operability, including functional infrastructure and safe environments for attendees. It's important to know which deviations are happening and to set up ways to deal with them appropriately, as well as documenting the situation and the actions taken.

“

“Foresee the unforeseen”

37

Documentation as the Backbone of Safety A potential drawback of detailed planning lies in an excessive focus on familiar risks, which may result in overlooking unforeseen challenges, following the quote “Foresee the unforeseen”. Staying informed about broader industry challenges and trends is, therefore, essential. By documenting the above-mentioned baseline conditions and expected deviations, as well as implementing adequate briefing and training, staff members are empowered to respond proactively rather than reactively.

Especially after the pandemic and the first very exhausting post pandemic festival year, more and more event organisers make the effort to ensure that safety plans align with an overall strategy. This usually involves developing a clear safety plan that encompasses crowd density management, security, health and safety considerations. One of the biggest mistakes is to prepare this document solely for authorities to obtain an event license, because the approach should lie in getting these plans in operation and making them readily accessible throughout the organisation.

Effective planning is about more than just creating documents; it's about having detailed documentation.

Unfortunately, it is still quite common that some people retain critical plans and crisis planning in their heads rather than writing them down and making them available to all relevant parties involved, leading to significant vulnerabilities within the safety system of the festival. A single person cannot oversee all aspects during a crisis, and staff members will struggle to respond swiftly without established protocols.

Photo: unsplash.com

38

From Documentation to Implementation As described in the former section a thorough documentation system is essential for translating plans into effective action.

Documentation must reach those on the ground to ensure clarity regarding roles and effective response during critical moments. Once plans are documented, comprehensive training and rehearsals must occur in advance of the event, to give staff the opportunity to familiarise themselves with the protocols.

Real time reporting and documentation Another important aspect of documentation in terms of error analysis and anticipation for an ongoing event, lies in the organisation of information gathering and dissemination onsite. Planning and documentation prior to an event should create a cohesive picture of the event and its threats to the audience and crew and serve as the foundation for personnel planning, process development, and briefings.

Another important aspect of documentation in terms of error analysis and anticipation for an ongoing event, lies in the organization of information gathering and dissemination on-site. Planning and documentation prior to an event should create a cohesive picture of the event and its threats to the audience and crew and serve as the foundation for personnel planning, process development, and briefings. However, the process is only complete when it is ensured that all parties are familiar with this picture, can immediately identify deviations, and can promptly report these deviations to a central place with the ability to assess them.

This central location, potentially the multi-agency control room, can consolidate various incoming reports into a situational overview, identify patterns, and direct measures to all involved parties.

In this sense, the rapid transmission and documentation of all occurrences on-site serve the operational implementation of safety measures for the entire organisation, thereby helping to create a safe and pleasant environment for event attendees.

39

Source: Roskilde Festival Plan complex 40

Concerns Regarding Documentation and Planning Concerns such as “What happens if we don’t adhere to our plans in the legal aftermath? Should we limit our documentation?” are frequently encountered. This perspective, however, is unproductive.

Proper documentation serves to highlight early signs of deviation, potentially saving both time and damages.

Of course, plans must strike a balance between specificity and flexibility. While weather plans are established, it remains impossible to predict every conceivable scenario.

For instance, if sudden high winds affect structures and tents, the foundational plans in place will enable swift management of these unexpected issues.

deviations from the initial plan, including the rationale behind these changes.

The whole idea of documenting plans and actions is to make it easy to execute and test the potential solutions. Then verify if the results equal the expected results and then act by implementing the best solution. That counts as well for analysing the actions taken in the aftermath and verifying their effectiveness, which might result in a re-planning of new potential useful actions.

“

“Plans are worthless, but planning is everything,”

So, when developing plans, it is crucial to incorporate flexibility in decision-making. For example, clearly articulate that the plan aims to ensure a timely response rather than prescribe precise actions, unless exact actions are indeed necessary. Moreover, it is essential to document any

41

Source: testsigma.com

42

So what does that all mean? ! Effective Planning Equals Better Safety Dwight D. Eisenhower's assertion, “Plans are worthless, but planning is everything,” encapsulates a vital principle. The creation of plans revolves around the identification of risks and the imperative that the entire organisation comprehends the signs that need action. When documented, plans can be disseminated, trained upon, and rehearsed, thereby preparing the team for various situations. Furthermore, comprehensive documentation not only enhances safety but also positions the organisation to respond adeptly in the face of potential legal scrutiny. In conclusion, thorough planning, effective documentation, and comprehensive staff training are essential to implement crowd safety management. By prioritising these aspects, the capacity to foster a safer and more successful event for all parties involved is significantly enhanced.

Photo: Open Air St. Gallen 2022

43

Although the survey results show that the potential terrorist threats were not one of the main topics in the planning phase, and even if the result of the challenges on site was not significantly higher, the potential terrorist incidents happening this summer as the cancellation of the Taylor Swift shows in Vienna f.e., had impact on the operations for some European Festivals. As safety and security planners always include the potential risk of terrorist attempts and other threats in their safety plans, these incidents created a greater attention in the public perception.

In addition to the “known” dangers, there are also new potential external threats to the operations of festivals and events in general.

Photo: Open Air St. Gallen 2022

44

New Threats Impacting Public Events: Terrorism, Opportunistic Protests, and Societal Challenges

In

today’s

landscape,

In this context, festivals and large-scale events are not

organisers are increasingly confronted with an array of new,

immune to potential disruptions. Their high visibility, with

old and sometimes unexpected challenges. Dealing with the

often national or even international attention, including a

resurgence of public focus on terrorist threats, addressing

heightened media presence, might make them an appealing

activism related to the ongoing Middle East conflict, and the

target not only for malicious actors but also for those

danger

seeking a platform for protest or advocacy.

of

fast-moving

potential

and

dynamic

disruptions

by

event

climate

activists

or

cybercrime are just some of them with the quite new risks. In addition to that unforeseen or unprecedented situations being latent in the background can significantly impact the smooth operations of public events.

A look at the new challenges festival organisers are facing today is needed, while also the need for a proactive and balanced

approach

to

manage

these

new,

old

and

unforeseen challenges effectively, is essential.

45

Emerging Challenges: Terrorism, Activism and Cybersecurity All three parts of the new threads or challenges event organisers must deal with might have impacts on a very high level if happening during the event operations. Since the top priority is operations continuity of the event, these three topics should find their ways into nowadays risk assessments and continuity plannings.

The Terrorism Threat: A Growing Public Concern In recent years, public events have become potential targets for terrorism and shifted more into public focus. Festivals, concerts, and mass gatherings that were once seen purely as entertainment and vibrant and atmospheric gettogethers are now getting another side as high-profile platforms for potential terrorist attacks. Event organisers are now in the need to develop complex security protocols together with the relevant authorities to minimise these risks. Since the audience expects an environment of entertainment, enjoyment, and free movement, that creates a challenge in maintaining stringent security Source: unsplash.com

protocols without dampening the atmosphere or making them tooobvious. The balance between creating an accessible, vibrant and atmospheric event and securing it against possible attacks is a great dilemma faced by event organisers today.

Activism and Opportunistic Protests

The last years have seen a rise in political and social activism, with public events becoming attractive grounds for demonstrations. The possibility that activists might use the large crowds and media attention that festivals bring with them, to amplify their messages has increased. For example, environmental activists might block event areas in protest of the event’s carbon footprint or inadequate political statements might be shown openly in crowded areas as f.e. rising a Palestinian or Israel flag in the first row of the main stage.

These examples have the potential to raise open protests inside the event premises.

Source: istockphoto.com

Source: Picture created by AI

46

These described potential scenarios show the new risks event organizers need to think about and plan for. How should activists obstructing entry to a festival be responded to, mirroring protests seen in other public spaces? How canthey be mitigated or disrupted without overstepping boundaries that may provoke accusations of suppressing freedom of expression?

The described scenarios require a delicate balancing act. A harsh crackdown on peaceful activists could tarnish a festival’s reputation, while a lax response might embolden further disturbing actions. Organisers are Photo: unsplash.com placed in a difficult position, having to protect the continuity of the event operations without giving the group or individual in question a stage, or drawing public criticism for overreacting to protest movements. And always trying to keep the main focus high: the spirit of the festival.

“

“Adapted planning and training Staff is crucial”

The Impact of Activism on Crowd Management and Communication

As disruptive protests would pose unique challenges for crowd management they would do so as well for the event communication. When a festival is interrupted by a protest or activist action, organisers must ensure not only the safety of attendees but also clear, effective communication to prevent confusion or uncontrolled actions or movements. In situations where protestors block festival entry points, organisers must quickly inform, redirect crowd flow, and resolve the situation without inflaming tensions or escalating conflict.

Additionally, training staff in advance on how to handle these situations is crucial. Security teams need to know how to intervene tactfully to avoid provoking a crisis while ensuring the safety of all participants. However, the response must be measured to avoid accusations of excessive repression, which could lead to a media backlash. On the other hand, too lenient an approach might embolden future disruptions and frustrate attendees expecting a smooth experience.

47

Cybersecurity: A New Frontier

The fast growing digital transformation has revolutionised the organisation of public events, from online ticketing and mobile apps to digital crowd management. However, this reliance on technology inducts new risks. Cyberattacks targeting ticketing platforms, data breaches, and hackerinitiated disruptions are very real threats that organisers should consider and analyse through their risk assessments.

The protection of sensitive customer data and the smooth functioning of digital infrastructure have become essential to ensuring an event’s success.

The need for cybersecurity is increasingly coming into focus, requiring robust measures to safeguard digital systems and sensitive data from cybercriminals. That includes adequate risk assessments, adapted safety plans and the training of event staff to enforce the procedures, to recognize and mitigate these risks to prevent any disturbance to the digital framework supporting the event.

Source: business.ticketmaster.com

48

Navigating the New Challenges: Proactive Threat Management The modern event landscape requires organisers to adopt a proactive stance in threat management, anticipating potential disruptions while maintaining a focus on public safety. These new societal challenges demand a thoughtful, flexible approach that balances security with freedom of expression.

Festivals are now seen as symbolic and strategic targets for activists and must be treated as such in security planning.

This makes it essential for organisers to train staff in handling protests, set up clear communication channels for rapid crowd management, and ensure that their responses to activist actions are measured and proportionate. Security measures should focus on safeguarding attendees while also protecting the event’s reputation.

At the same time, organisers must stay vigilant and adaptable in responding to the evolving landscape of potential threats, including terrorism, activism, and cyberattacks. The integration of new technologies must be

balanced with maintaining traditional safety practices, such as crowd control, emergency exits, and weather-related precautions. While new tools can enhance safety, they should not overshadow the core principles of event security that have been established over decades.

How to handle the new threats? ! Finding Balance in a Complex Environment

The challenges of organising large-scale public events in today’s society are undeniably complex and multifaceted.

Terrorism, cyberattacks, environmental activism, and political protest have transformed the way festivals are planned and executed. Yet, amid these developments, it is critical that the fundamental principles of event security remain at the forefront.

Event organisers must strike a delicate balance between adapting to these emerging threats and maintaining triedand-true safety protocols. Only by approaching these issues proactively, with a combination of foresight, innovation, and respect for fundamental rights, can festivals continue to thrive safely and successfully in this ever-evolving context.

49

Among the new threats and new focus on old threats there are challenges that continuously test event organisers year after year.

Accreditation is one of those topics event organisers are dealing with every year and sometimes despair of finding the perfect solution. Which brings up the question if a perfect solution for an accreditation system for crew, artists and volunteers is possible. Besides the challenges of setting up a functioning and “easy to understand” accreditation system in general, it must be ensured that a potential misuse of accreditations cannot be realised.

50

Spotlight on the Survey – The Dangers of Handing Out Accreditation While it was not a big topic regarding the outcomes of the survey, practitioners certainly are aware of the problem of accreditations being shared, given away or copied. This is even worse when it comes to high profile artist accreditations.

Photo: Ondrej Koscik | Pohoda Festival Campground

Photo: Holger Jan Schmidt

Accreditations are vital security tools used to control access to restricted areas at all kinds of events. While many people think of them simply as “passes for entry”, they play a critical role in maintaining the safety and organisation of these events.

When accreditations are misused—whether by being handed out to friends or copied by strangers—it introduces significant security vulnerabilities particularly in environments where controls are often less stringent, such as festival campsites or VIP zones.

51

The Consequences of Handing Out Accreditations

How to Protect Against Accreditation Misuse

Handing out accreditations, whether to friends, family members, or even acquaintances, might seem harmless in some cases, but it poses several serious risks:

Breach of Security: giving accreditations away allowing unauthorised individuals to enter spaces they shouldn't, creating potential safety risks. A lack of control over who has access can lead to high vulnerability.

Potential for Harm: Unauthorised individuals who gain access may have harmful intentions, such as industrial espionage, sabotage, or even terrorism.

Crowd Control / Overcrowding: Restricted zones are also managing crowd size and movement. Handing out accreditations can cause overcrowding in areas meant for a limited number of individuals for safety reasons.

Legal Consequences: The mis-use of an accreditation can be illegal. Those caught could face serious legal repercussions and it can damage the reputation of the person or entity responsible for issuing the accreditation in the first place.

Advanced Security Features: Implement more advanced security features for accreditations, such as holographic seals, embedded RFID chips, or unique barcodes.

Limited Access to Accreditation Designs: Event officials and media outlets should avoid sharing high-resolution images of accreditations.

Regular Security Checks: Event organisers should conduct routine checks, not only at the main entry points but also regularly within restricted areas.

Education and Awareness: Staff, media, and participants should be informed about the dangers of sharing or lending accreditations, no matter how trustworthy the other person may seem. Additionally, performers, staff, and even festival goers need to be made aware of the risks of posting photos of their accreditations on social media. Ensuring that everyone understands the importance of accreditation control is vital in maintaining event security.

Refer the problem in contracts: Artists and artist related staff should be aware of the dangers of giving away passes. To avoid discussions on-site, a reference in the contract is desired to help with legal charges, if needed.

Check VIPs: VIPs, despite their status, often undergo less stringent security checks, both when entering and moving within the event. While this may be seen as a convenience for high-profile guests, it represents a security vulnerability.

52

Fake Accreditations – A Growing Problem?

A recent incident during the Euro 2024 football championship highlights how dangerous fake accreditations can be.

The Euro 2024 Incident: Fake Accreditations and the Marvin Wildhage Case

During Euro 2024, a breach in security occurred when Marvin Wildhage, a well-known prankster and YouTuber, gained access to the field using a fake accreditation. Wildhage reportedly copied an accreditation pass by closely examining photos of the real badges shared online by media outlets and officials. Armed with this fake pass, he managed to bypass multiple security checkpoints and ended up on the field, an area that should have been strictly limited to players, officials, and authorised personnel.

This situation underscores how vulnerable accreditation systems can be to manipulation when sensitive details are publicly visible. Wildhage’s actions, while not motivated by malice, revealed the gaps in security protocols, raising concerns about what could happen if someone with more dangerous intentions took similar steps. This case demonstrated that it’s not just about physically possessing an accreditation; even merely displaying them in the wrong context, such as in a news photo, can lead to misuse.

“

“All it takes is access to high-resolution photos, basic design software, and a printer”

Source: nypost.com Photo: Picture created by AI 53

The Marvin Wildhage incident also brings attention to the broader issue of fake accreditations. With the advancement of technology, creating counterfeit passes has become easier than ever. All it takes is access to high-resolution photos, basic design software, and a printer, and someone can potentially recreate a convincing fake.

While this case took place at a major sporting event, the same issues apply to festivals and other large gatherings where accreditations are required.

How to deal with that?

At many festivals, people often post photos of their passes or wear them casually, making them easy targets for those looking to create counterfeits. Once a fake accreditation is created, it can open the door for unauthorised people to enter secure areas. Fake accreditations aren’t just a problem by pranksters. In serious contexts, people have used them to infiltrate sensitive areas for financial gain, theft, or to gather knowledge.

Despite all the threats and dangers addressed in this report, there have been many positive developments and advances in the field of event safety. It is always of a great importance to focus on those as well to be able to create the as perfect as possible atmosphere for the attendees of events.

54

Safe Gatherings in 2024 – Same But Different With all the additional potential dangers and possible risks that were discussed previously, it is reasonable to assume that it is much more difficult for events to take place in a safe and secure environment. In reality, multiple risks were always present and had to find their ways into the risk assessments and appropriate planning. The approach to identify risks and potential dangers as a basis for safety planning is always the same even if the risks and dangers themselves might vary throughout the years.

Crowd Safety - When Thousands of People Can Gather Safely When discussing crowd safety, it is easy to focus on the potential dangers, risks, and accidents that can arise in densely packed gatherings. For those responsible for safety planning, the "worst case scenario" represents the benchmark against which the planning is adapted to ensure a continuous festival operation. However, there are also so many examples of large crowds gathering safely and peacefully. Music festivals with over 100,000 attendees provide an inspiring contrast to more concerning scenarios - thousands of people can come together in limited space, while still experiencing an atmosphere characterised by safety, community and the festival spirit.

55

Growing positivism and enthusiasm were shown especially in the 2024 survey`s results when words as “good atmosphere”, “smooth”, “amazing” and “impressive” found their way back into the safety planner`s vocabulary for describing their festivals. Despite all the still existing challenges.

The Change in Approach

So how can crowd safety be practised effectively nowadays, emphasizing that it is not only about control and security but also significantly about working with hospitality and community among participants?

Safety through Cooperation

Gathering thousands of people in a densely populated festival area may seem risky at first glance, but many large festivals manage to create an atmosphere where guests feel welcomed and safe, and serious incidents rarely occur.

Although the audience density can sometimes be comparable to major cities like Shanghai, serious accidents or dangerous situations rarely arise in such environments.

This is largely due to a combination of extensive planning and a culture where community, responsibility, communication and hospitality are central elements.

“

“Hospitality over Security”

A Shift in Mindset: Hospitality over Security

One of the most notable trends in crowd safety is the shift from a security model focused on guards and control to the focus on hospitality. Creating an atmosphere where attendees feel welcomed, included, and jointly responsible for the safety of the festival, rather than feeling monitored or controlled.

56

Hospitality over security brings several advantages:

Source: spartasecurityuk.co.uk

1 Staff as Hosts: Festival staff are perceived as hosts who welcome and assist guests rather than guards to maintain order. The hosts are trained to create a positive experience for festivalgoers, fostering an atmosphere of safety and cooperation.

2 Self-empowerment: Attendees develop a sense of ownership over the festival's success and safety. When guests see themselves as active co-creators of the positive experience, they are more likely to take responsibility for their own safety and that of others.

3 Strengthening Community: A hospitality-based approach fosters a strong sense of community and general awareness, where participants look out for one another and help ensure a good experience for all. When guests view staff as a helping hand rather than an authority, they become more inclined to be attentive to and assist others in need.

Key Elements for the Success of the Approach To understand how this approach works in practice, it is necessary to examine the fundamental factors that create a safe and secure festival experience.

Besides thorough planning and forethought functioning infrastructure, there are more elements to support the approach.

Community-Building Design

Community-building design elements, such as gathering areas and shared activities strengthen relationships among festival-goers and promote the mutual sense of responsibility that is essential for crowd safety.

Photo: Holger Jan Schmidt | Roskilde Festival memorial area

57

Training and Communication

Staff and volunteers play a vital role in creating the positive spirit of a festival and should be trained accordingly to be hosts and co-creators of the atmosphere. They still have to be educated to identify and manage potentially dangerous situations, but their primary focus should lie on creating a welcoming and safe environment for the guests.

Effective communication is an integral part of the hospitality culture. When both staff and guests feel comfortable communicating openly about issues or potential risks, many problems can be resolved before escalating.

Resources for Special Efforts

Although festivals focusing on hospitality aim to create an atmosphere of community and responsibility, it is still important to have resources available if a specific situation requires additional effort. Even the best-planned festival can encounter unforeseen incidents, where professionally trained personnel and specialised teams play a crucial role.

Even when adopting a hospitality approach a strong safety preparedness is always mandatory. This combination of hospitality and preparedness ensures that the festival can handle incidents with efficiency and care as well as keeping up the joyful atmosphere.

Social Contract and Community

One of the most unique and powerful elements of festivals that practice crowd safety through hospitality is the social contract that develops among participants. Festival-goers feel part of a community where everyone looks out for each other.

This community fosters a strong sense of responsibility among participants, making it natural to intervene, assist others, and share the responsibility for everyone’s safety.

This social contract is based on a shared understanding that safety is not just a matter handled by security personnel but a task everyone shares. It is this culture that makes the hospitality approach so effective – it creates a festival where everyone feels safe and responsible for one another’s experience.

“

Safety is not just about control, but largely about creating the right conditions for collaboration.

58

A Balanced Approach to Crowd Safety This approach illustrates that crowd safety is not necessarily about increased control or monitoring but is significantly about creating an experience where people take responsibility for themselves and each other. This is an important point when we talk about crowd safety in larger gatherings - safety is often best achieved through selfempowerment, community and shared responsibility.

take responsibility for each other, minimizing the risk of serious incidents.

This approach serves as a valuable reminder that safety is not just about control but largely about creating the right conditions for collaboration and positive behaviour.

The summary of the new approach After the first two post pandemic years in which festivals struggled to keep the general operations going, major music festivals demonstrate nowadays that crowd safety can be practiced with great success through a combination of careful planning, infrastructure, and a strong culture of hospitality. When festivals operate with hosts rather than guards and emphasize community, a positive and safe atmosphere is created where participants

Photo: shutterstock.com

59

As mentioned before, the continuous knowledge exchange and examples of good and best practice are some of the key points for a resilient safety planning for events in general.

Examples show how and what to learn from other countries regarding the existing weather challenges, but the exchange between different parts of the industry is equally important.

Festivals learning from indoor shows and vice versa as well as taking a closer look into the venue’s perspective.

60

Last but not least – From a venue perspective and what can be learned from each other Venues usually run an average of 50 to 125 shows a year and experienced an increase of touring artists in the last three post pandemic years.

Most of the shows in indoor venues are concentrated between October and April each year, which often means running operations 24/7. This development aligns to more and more extravagant production designs resulting in more complex productions with an increasing number of trucks to handle, leading into challenges about the logistics in due time and space and additionally putting the touring and local crew under high pressure.

In combination with the energy prices and inflation, this has led to rising costs for venues, promoters and touring parties, furthermore resulting in rising ticket prices for the attendees. Nevertheless, popular artists are still selling out regardless of their ticket prices. Moreover, a lot of artists propose a variety of VIP packages including Meet&Greet, goodie bags, early entries, food & beverages and many more.

All of those leading into additional organisation, crowd management and logistics on top of the already tight resources. What brings a more festive experience for the audience, becomes a complex set of operations needing more staff and longer shifts.

61

In addition to the standard risk assessments, particular attention has been paid in anticipating the consequences of a political statement by artist or audience with regards to the conflicts in the Middle East, between Ukraine and Russia, whilst still remaining vigilant for the risk of a terrorist attack.

Leadership skills are being challenged to coordinate and motivate event teams. The lack of experienced and qualified staff is still an issue as many companies recruit new staff to fulfil the needs of the industry. Plus, the crew pools are usually not as filled after a festival season.

Investing in good training and coaching of this new generation is essential and venues and festival organisations can help each other as usually it is the same staff operating at venues during autumn-winter-spring that we find working at festivals during summer as well.

62

CLOSURE The events industry represents a dynamic and interconnected sector, characterized by ongoing exchanges of expertise and simultaneous operations across multiple locations.

This report outlines present and future priorities in safety planning and highlights the synergy between theoretical insights and practical applications, showcasing both good and best practices within the industry, as well as learnings from previous incidents in the industry.

It provides an overview of evolving focus areas within safety & security, as well as health & safety measures, particularly in the context of festival organization. Emphasis is placed on the critical importance of continuous knowledge exchange to foster a safer environment for all events across Europe. This ongoing collaboration is essential to ensuring that safety standards in the events industry are consistently enhanced, meeting the needs of diverse event settings throughout the entire Europe market.

63

SAFETY REPORT AN EVALUATION OF EXPERIENCES AND NEW RISKS WITH A PREVIEW OF TRENDS AND chances FOR THE FESTIVAL INDUSTRY www.yourope.org