12 safety measures for outdoor corporate festivals

You have decided to hold an outdoor company party Party – great choice! Nothing beats the freedom and relaxed atmosphere of an outdoor festival. But with that freedom also comes a hefty dose of responsibility. Because let’s face it: anything can happen at outdoor events. From sudden weather changes to technical problems, from crowd control to medical emergencies. Proper preparation makes the difference between hosting an unforgettable corporate event and a nightmare you’d rather forget. These 12 safety measures will ensure that your outdoor corporate festival is not only bustling with energy, but also safe for everyone.

1: Create a comprehensive emergency plan before you begin

Ready, set, plan! A good emergency plan is the foundation of any successful outdoor corporate festival. This is not something you cobble together quickly – it requires thorough preparation and attention to detail. Start by mapping out all possible emergencies: from medical incidents to weather extremes, from fire to evacuations.

Your emergency plan should include concrete evacuation routes that are clearly marked on the property. Make sure these routes are wide enough and stay clear of obstacles. List all contact information for emergency services, hospitals and other relevant agencies. Establish communication protocols so that everyone on your team knows exactly who is doing what when something happens.

Also, don’t forget to play through different scenarios. What do you do in the event of a sudden storm? How do you handle a medical emergency? What if the power goes out? By thinking about these situations in advance, you can act quickly and effectively when it comes down to it.

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2: Provide sufficient and well-trained security.

Security is much more than just putting down a few people in vests. It is about professional crowd control and creating a safe atmosphere for everyone to enjoy. The number of security personnel depends on the size of your event, but count on about one security guard for every 75-100 guests.

Training is the key word here. Make sure your security team knows how to handle different situations. From de-escalating conflicts to recognizing suspicious behavior. They should also be familiar with the grounds and know where all emergency exits, first aid stations and important facilities are located.

Position your security strategically across the festival grounds. Place them at entrances, exits, near the stage and in other busy areas. But don’t forget the quieter areas – there should be surveillance there, too. A good mix of visible and less conspicuous security works best.

3: Arrange all necessary permits well in advance

Challenge accepted! The permit process can be a real challenge, but it is absolutely necessary. Start with this at least three months in advance, as some procedures can be quite lengthy. You will need different permits depending on exactly what you are organizing.

The event permit is the basics – you always need this for outdoor corporate festivals. In addition, you probably need a music permit, especially if you have live bands or DJs. Are you going to serve alcohol? If so, an alcohol permit is required. Also consider permits for temporary structures if you’re installing stages, bleachers or other structures.

Contact your municipality and ask about all the necessary permits for your particular event. They can tell you exactly what is required and what procedures you need to follow. Be sure to submit all applications completely – a missing document can cause weeks of delay. For more information on frequently asked questions around event organization, check out our FAQ.

4: Check weather conditions and create a bad-weather scenario

The Dutch weather is unpredictable – we all know that! That’s why a good weather monitoring system is indispensable for your outdoor corporate festival. Start checking the weather forecast daily a week before the event and keep it up until the day itself.

Create different scenarios for bad weather. What do you do when it rains? Do you have enough covered areas or can you set up tents quickly? In high winds, certain attractions may have to be shut down. In thunderstorms, evacuation inside is often the only option. Think about these situations in advance and communicate clearly with your guests about what is happening.

Always have a plan B ready. This may mean moving the event indoors, postponing it or partially canceling it. It’s better to have disappointed guests than injured guests. Also, have adequate drainage on the grounds – no one wants to dredge through mud.

5: Install adequate lighting for all areas

Good lighting is not only cozy, it is also an important safety measure. Especially if your event lasts into the evening, every part of the grounds must be well lit. Dark corners and poorly lit paths are accidents waiting to happen.

Provide several lighting areas: bright lighting at entrances and exits, ambient but adequate lighting at the stage and bar, and good path lighting between all facilities. Don’t forget the restrooms, first aid stations and parking areas. Less crowded areas of the grounds should also be adequately lit.

Always have emergency lighting ready for when the main power supply fails. These can be battery-powered LED spotlights or an emergency generator that turns on automatically. Test all lighting systems in advance and make sure you have spare bulbs and extension cords in case something breaks during the event.

6: What do you do with crowd control and capacity management?

Crowd control may sound a bit military, but it’s simply about making sure everyone feels safe and comfortable at your festival. It starts with determining the maximum capacity of your site. This depends on the size, layout and number of exits.

Design your site to create natural traffic flows. Avoid narrow passages where people can get stuck. Provide adequate space around the stage and other attractions where many people congregate. Place barriers where necessary to direct crowds, but make sure they can also be removed quickly in the event of an evacuation.

During the event, keep a close eye on how crowded it gets. Train your staff to recognize signs of overcrowding: long lines, people crowding, tension in the crowd. If it gets too crowded, temporarily stop letting new guests in until the crowds subside.

7: Set up first aid stations in strategic locations

First aid stations are your safety net at outdoor corporate festivals. Place them in strategic locations where they are easily accessible but don’t get in the way of festival fun. Consider spots that are easily accessible from both the stage and the entrances.

A well-equipped first aid station needs more than just some band-aids and paracetamol. Provide bandages, disinfectants, cooling blankets, a stretcher and an AED (automated external defibrillator). Also have contact with a local doctor’s office or hospital in case more medical help is needed.

Train your first aid staff not only in first aid, but also in dealing with festival-specific situations. Consider dehydration, alcohol-related problems, minor injuries from dancing and falls, and how to handle crowds. Make sure they are highly visible with clear clothing or vests.

8: Check all electrical installations and power supply

Electricity and outdoor events can be a dangerous combination if you are not careful. Have all electrical installations checked in advance by a qualified electrician. This applies to everything from the main power supply to the extension cords for the popcorn machine.

Ensure waterproof connections and use only equipment suitable for outdoor use. All electrical equipment should be properly grounded and protected by ground fault circuit breakers. Lay cables so that people cannot trip over them and protect them from damage by vehicles or heavy objects.

Always have an emergency generator on standby as a backup to the main power supply. Test it in advance and make sure there is enough fuel for the entire duration of the event. Train your technical team in dealing with power outages and make sure they know how to safely start the generator.

9: Create clear signage and markings

Good signage is like a friendly guide that guides your guests through the festival. Provide clear, highly visible signs indicating where to find everything: restrooms, bars, first aid stations, exits and the stage. Use large letters and clear symbols that are easy to see even from afar.

Mark all emergency exits extra clearly with illuminated signs that are easily visible even in the dark. Use international symbols so everyone understands them, regardless of language barriers. Also post maps of the grounds in various locations so people can get their bearings.

Don’t forget safety markings: mark dangerous areas such as technical installations, generators or storage areas. Put barriers around areas where guests should not enter. Use reflective tape on obstacles that are difficult to see in the dark.

10: Establish a communication system for your team

Communication is the backbone of any well-organized event. Your team should always be able to talk to each other, especially in emergency situations. Portables are often the best solution for outdoor events because they work even when the cellular network is overloaded.

Set up different communication channels for different teams: one channel for security, one for engineering, one for catering, and so on. Make sure there is also a general emergency channel that everyone can switch to in case of emergencies. Train your staff on how to use the equipment and communication protocols.

Always have a backup communication method ready. These could be extra walkie-talkies, a WhatsApp group for less urgent matters, or even old-fashioned whistles for emergency signals. Test all communication devices beforehand and make sure the batteries are full and that you have spare batteries.

11: Plan safe entrances and exits with proper routing

Your festival’s entrances and exits are critical points where a lot can go wrong if they are not designed properly. Provide wide entry points that can be used safely even when crowded. Allow for about one meter of passage for every 100 expected guests per hour.

Design routing so that there are no intersecting flows: people coming in should not bump into people going out. Create clear separation between entrances and exits or use different gates. Also make sure that vehicles (suppliers, emergency services) have their own route that does not cross with pedestrians.

Think carefully about parking options and how people get from the parking lot to the festival. Provide safe walking routes with good lighting and signage. For large events, consider using shuttle buses from remote parking lots.

12: Test your security measures thoroughly beforehand

Say no more – testing is where theory meets practice! One day before the event, organize a complete walk-through of all safety systems. Test lighting, communications equipment, emergency generator and all other technical systems. Check that all signage is highly visible and correctly placed.

Conduct an evacuation drill with your entire team. Let everyone know what their role is and how to act in different emergency scenarios. This doesn’t have to be a big production, but everyone should know where the emergency exits are and how the communication system works.

Make a final check of all security measures on the morning of the event. Walk the entire grounds and check that everything is still in order. Make sure all emergency services contact information is at hand and that your emergency plan is accessible to everyone. Good preparation will give you the confidence to enjoy the festival.

How Dutch Standard Events is helping with safe outdoor corporate festivals

These 12 safety measures lay a solid foundation for an unforgettable outdoor corporate festival, but we understand that it can all be quite overwhelming. Dutch Standard Events takes these worries completely out of your hands with our total solution for safe outdoor corporate festivals:

– Complete permit guidance – we arrange all necessary permits well in advance
– Professional security team – from trained security to first aid personnel
– Technical support – safe electrical installations and emergency power supply
– Weather monitoring and backup plans – we keep an eye on the weather and always have plan B ready
– Site design and crowd management – optimal routing and safe capacity management

With our years of experience and extensive network of professionals, we ensure your outdoor corporate festival is safe and successful from A to Z. Contact us today for a no-obligation consultation on how we can make your event a worry-free success.