Climate adaptation is a question of safety

Climate adaptation safety gap: measures that make every event weatherproof!

What measures make every event weatherproof? And why does climate adaptation not only play an important role in the safety of events, but is also important for politics, business and society?

Climate adaptation in the event industry is not only a question of safety, but has also become a question of the future viability of the event industry.

Climate change and extreme weather events have become a reality, presenting our society and economy with unprecedented challenges. In the midst of this new normality, the event industry is becoming increasingly important as a pioneer for climate adaptation and sustainability. Trade fairs, festivals, corporate events, conferences and events are more than just places for exchange - they offer decisive solutions for a sustainable future and make it tangible.

Making event management fit for the future

Storms, heatwaves and heavy rain not only endanger the well-being of visitors, but also threaten the success and future of events. Extreme weather conditions jeopardize events worldwide. The effects of climate change and the current incidents at events make it imperative for the event industry to develop climate adaptation for safety standards. However, this is also a great opportunity to make event management fit for the future. This also applies to cities and municipalities, resulting in synergies.

"Climate adaptation is a question of security and the future viability of our industry. It is also economically more profitable to invest in climate protection and adaptation than to bear the costs of destruction and the causes of flight! Climate protection is human protection - because climate change and increased temperatures with their more severe and frequent effects such as heavy rainfall and droughts will determine how we live in the future. The loss of biodiversity will determine whether we survive as a human race. In cooperation with the German Expert Council on Visitor Safety (DEB), we are calling for the integration of sustainability principles into event safety in order to efficiently protect human lives and our livelihoods.

Comprehensive safety and sustainability measures are needed that not only ensure the protection of participants, but also promote environmental and social sustainability goals. The 16 Steps initiative, which aims to achieve climate neutrality in the event industry by 2025, shows how we as an event industry, as well as cities, municipalities, businesses and politicians, can take responsibility.

Safety and climate adaptation for sustainable event management

Climate-related risks require the event industry to adapt its safety standards. Olaf Jastrob (German Expert Council for Visitor Safety) and Stefan Lohmann (Sustainable Event Solutions) therefore go into detail about the necessary adjustments that you should consider as an event organizer. In addition to general occupational safety, the following areas will be highlighted and the challenges and solutions explained:

1. Keeping an eye on weather extremes so that measures can be taken in good time
2. Storm-proof superstructures
3. Lightning protection systems
4. Evacuation plans and traffic management
5. Heavy rain and flood protection
6. Heat protection
7. Fire protection / forest fire protection
8. Climate-friendly travel / traffic management
9. Emergency power supply
10. Accessibility, Diversity, Save Spaces
11. Crisis communication
12. Waste management
13. Sustainable personal protective equipment (PPE)
14. Medical emergency plans
15. Crowd management
16. Alcohol management
17. Noise and noise protection, light pollution
18. Insurance cover

The 18 fields of action in detail - including solutions

As an event planner, you can and should take this into account in your event management:

1. keep an eye on weather extremes so that measures can be taken in good time

Problem:

Unpredictable weather changes, lightning, heavy rain, falling buildings and trees can lead to chaos and uncertainty and even endanger human lives. Climate adaptation means expecting stronger gusts, hurricanes, heavy rain, thunderstorms, heat waves, etc. and preparing the site accordingly with shading, soil protection/mud protection, water supply, sun protection, thunderstorm and fire protection. In addition, products should be made from sustainable materials wherever possible and sourced from sustainable companies.

Solutions:

• Use professional weather services (DWD) to recognize extreme weather conditions at an early stage and implement appropriate measures flexibly.
• Appoint trained event managers in your team and train evacuation procedures with your team.
• Only work with professional, certified and experienced companies and security firms and have yourself and your team and suppliers instructed accordingly on the subject of occupational safety and event safety.
• Work closely with the authorities, fire department and police. Provide technical (lightning protection systems) and organizational lightning protection measures (warning, evacuation, safe areas, functioning communication channels, etc.).
• Carry out an inspection and risk analysis in advance. Draw up an action plan based on the distance radius of the thunderstorm, from when the crisis team will meet with all those responsible and decide on further measures, inform employees or communicate with the public and initiate the evacuation and termination of the event. In the event of a fire, only minutes and seconds can sometimes determine the extent of the disaster and the number of victims.
• Always take out comprehensive event insurance.

In 2016, over 50 people were injured by a lightning strike at the Rock am Ring Festival. On average, there are 52 lightning accidents with personal injury every year, which means one every week.

2. storm-proof superstructures

Problem:

Storm damage to stages and temporary structures can have life-threatening consequences. Climate adaptation means that safety precautions are increased and, for example, bouncy castles are better secured than before. Children have also died in this area due to extremely strong gusts of wind. Here too, sustainable suppliers and products should be given preference and the greenhouse gases and the true costs and savings potential should be integrated into the purchasing criteria through lifecycle analysis and transportation. Evacuation aids often cause unnecessary waste if they are only used once.

Solutions:

• All temporary structures should be built to withstand storms and regularly checked for stability by professionals.
• Clarify in advance where staff and visitors can seek safety in the event of a storm or if the production or event is canceled.
• Stage and tower cladding should be quickly removable so that the wind load can be reduced quickly in the event of high wind speeds.
• Specify the wind speed at which the covers must be removed.
• Define in advance at what wind speed the event or production will be canceled and the area cleared.
• Use reusable evacuation aids made from environmentally friendly materials.

3. lightning protection systems

Problem:

Outdoor events are susceptible to lightning strikes, which poses considerable risks for participants and employees. Pay attention to sustainable production methods and sustainable companies, certificates, etc.

Solutions:

• Install lightning protection systems and provide emergency shelters for participants to protect them during thunderstorms.
• A lightning protection specialist should draw up a lightning protection concept or a risk assessment for the event.
• If no buildings with lightning protection are accessible to visitors, air-termination rods can be used as mobile, temporary lightning conductors.

4. evacuation plans and traffic management

Problem:

In the event of emergencies or extreme weather conditions, a chaotic evacuation can lead to dangerous situations. Ensure clear responsibilities and train the evacuation with all those responsible. Make sure that everyone really knows what each person's task is. Even under stress. This is about saving lives in a matter of minutes.

Solution:

• Create clear evacuation plans and highly visible guidance systems that are sustainable, reusable and integrate energy-efficient emergency lighting to combine safety and sustainability.

5. heavy rain and flood protection

Problem:

Heavy rain and flooding can endanger the venue and the safety of visitors.

Solution:

• Plan watertight barriers and install drainage systems to drain water away efficiently. Aluminum plug-in modules can also protect the soil and nature and prevent damage to the ground.
• Work with sustainable suppliers from the local area and with sustainably produced products to avoid CO2 emissions through short distances and e-vehicles.

6. heat protection

Problem:

Heatwaves can lead to dehydration and heatstroke among participants and staff.

Solutions:

• Provide sufficient shaded areas and water stations to minimize health risks.
• Protect your audience from direct sunlight - put on your cap! Caps and neck covers protect against direct sunlight and sunburn.
• Distribute sunscreen from sustainable manufacturers and in dispensers. This makes sense in combination with target group-oriented communication in advance and on site.
• Foldable plastic water bottles can be refilled again and again and are allowed almost everywhere.

7. fire protection / forest fire protection

Problem:

Inadequate fire protection can have devastating consequences, especially for large crowds. There is a risk of forest fires at outdoor events in wooded areas, especially in hot, dry summer months.

Solutions:

• Implement fire protection systems and use monitoring measures to detect and fight fires at an early stage.
• Use sustainable fire protection solutions such as water mist systems and rely on fire protection training.
• Inform visitors and avoid open fires with flying sparks. Pocket ashtrays can not only prevent glowing embers, but also reduce environmental pollution - the damage caused by cigarettes and cigarette filters is enormous.

8. climate-friendly travel / traffic management

Problem:

The arrival and departure of thousands of participants causes up to 90% of greenhouse gas emissions from major events and can lead to logistical problems when the weather changes.

Solution:

• Promote and communicate the use of public transportation.
• Offer bus shuttle services, carpooling, carpooling, etc. and provide e-charging stations.
• Offer digital and sustainable guidance systems - also via websites or apps, so that the journey causes less congestion, accidents, bunching, stress and CO2 emissions.

9. emergency power supply

Problem:

Power failures caused by storms can paralyze an event and endanger important safety systems.

Solution:

• Rely on emergency power generators that are powered by renewable energy, e.g. battery systems, to ensure safety even during power outages. Emergency lighting can also be implemented with solar energy and batteries.

10. accessibility, diversity, save spaces

Problem:

Extreme weather conditions can make access considerably more difficult for people with impaired vision and mobility.

Solutions:

• Ensure that barrier-free paths and access points remain safe to use even in extreme conditions.
• Safe spaces are important for women and vulnerable target groups in order to protect people from hatred, discrimination, assault, harassment and so on. Safe spaces and well-trained security staff are useful for this.
• Code words and corresponding apps to protect and support people immediately also make a lot of sense. This is in line with the guidelines for social sustainability.

11. crisis communication

Problem:

A lack of or unclear communication in the event of a crisis often leads to panic and misunderstandings.

Solution:

• Develop clear crisis communication plans to inform participants quickly and precisely about safety measures.
• Use digital and sustainable communication channels such as announcements from the stage via the PA system and loudspeaker systems for emergencies, apps, event radio, social media, websites, messenger systems, etc.

12. waste management

Problem:

High visitor numbers generate large amounts of waste, which can quickly become a problem in combination with extreme weather conditions.

Solution:

• Install sufficient waste stations and offer recycling options to manage waste sustainably.
• Use communication to ensure that as little waste as possible is brought to the event. This applies to sponsors, exhibitors and guests alike.

13. sustainable personal protective equipment (PPE)

Problem:

Conventional PPE contributes to environmental pollution and generates a lot of waste.

Solution:

• Use PPE made from recycled materials to reduce waste and promote the circular economy.

14. medical emergency plans

Problem:

Weather-related health problems, such as heatstroke or hypothermia, are often underestimated.

Solution:

• Set up medical emergency stations and train your staff to be prepared for weather-related risks.
• Work with local paramedics and awareness teams for protection and low CO2 emissions.
• Ask about sustainable products and waste recycling for the products.

15. crowd management

Problem:

Crowds in disorganized situations can lead to panic and vandalism.

Solution:

• Rely on professional crowd management, camera systems and reusable guidance systems, construction fencing (feet made from recycled plastic) and products to ensure crowd control.
• Use local suppliers to reduce CO2 emissions.
• Camera systems that detect and report aggressive behavior and dangerous situations can also save personnel, increase safety and reduce CO2 emissions.

16. alcohol management

Problem:

Alcohol in combination with extreme weather can negatively influence the behavior of participants and increase safety risks. Promote attractive non-alcoholic beverage choices and free water. You can also control this by offering lower prices for non-alcoholic drinks.

Solutions:

• Reduce alcohol consumption through conscious education.
• Be prepared for problems, especially in hot weather.
• Provide cooled premises and sufficient paramedics to help people suffering from extreme heat and the influence of alcohol.

17. noise and noise protection, light pollution

Problem:

Persistent noise can affect both the health of the participants and the surrounding residents. Nature and animals also suffer from noise and light pollution.

Solution:

• Set decibel limits and take appropriate noise protection measures during the event. There are appropriate sound systems and lighting systems that ensure, for example, that fewer insects are attracted to the light and die and that less noise is emitted so that neighbors are less disturbed.

18. insurance cover

Problem:

Many event organizers are not adequately insured against weather-related damage and cancellations. Many do not know that a sustainability strategy can also save money on insurance cover.

Solution:

• Review and expand your insurance models to cover weather-related risks such as storm damage and breakdowns.
• Ask for better conditions through a comprehensive sustainability strategy.

Conclusion: Sustainability and safety belong together.
The future viability of the event industry is at stake.

Climate change is forcing the event industry to rethink. Safety issues and sustainability must go hand in hand to ensure the well-being of participants and the environment. These measures will ensure that your events are not only safe, but also sustainable.

Further useful links

The German Expert Council on Visitor Safety (DEB) demands: "Sustainability must be practiced in safety issues." Read more in the official DEB press release.

Safety at events and productions:
Guidelines for theater, film, radio, television, concerts, shows, events, trade fairs and exhibitions

VDE leaflet:
The VDE brings together German-speaking experts in lightning protection, surge protection and lightning research from science and practice, experts, users, installers and manufacturers.

➡️ More information on climate adaptation in the event sector
➡️ Safety and protection at events
➡️ Climate adaptation: How we can act sustainably
➡️ Security concepts for events
➡️ Klimaangepasst.de - Measures
➡️ BMUV - Climate adaptation overview

Positive effects of the event industry on the economy and society

The event industry supports the local economy, hotels, restaurants, logistics, public transport, creates jobs and strengthens resilience to climate-related risks. The transformation to sustainability not only means fewer emissions, but also increases the quality of life by promoting tourism, trade and local commerce. Trade fairs and conferences strengthen the exchange of knowledge and the networking of stakeholders who want to shape a sustainable future.

A call for cooperation

The event industry shows that joint commitment and innovative measures can drive the transformation towards a sustainable society. The event industry calls on all stakeholders - from business, society and politics - to take responsibility and work together. Climate change can only be overcome through a networked climate adaptation strategy and joint action.

About the initiative "16 Steps to 2025 - Towards a Climate-Neutral Event Industry

You can find out more about the initiative "16 Steps to 2025 - For a climate-neutral event industry" and the complete press release at pressebox.de.

> to the official press release - step 10

> to all press releases of Stefan Lohmann

> 16 Steps to 2025 - For a climate-neutral event industry

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