SUMMER CELEBRATIONS AND
SPECIAL EVENTS

By JULIE AMUNDSEN
Management Services, Inc.

With winter now behind us, many municipalities are busily preparing for summer festivals and celebrations. In a number of areas, special events have become a way of life. Not only do they contribute toward a sense of community pride and cooperation, but can also be a good source of income and favorable publicity.

While these events are still in the planning stages, safety must become a primary area of concern. Too often, activities meant to be fun result in property damage, accidents, injury and even death. Following practical safety precautions and guidelines can help alleviate some of the worry and "headache" experienced by public officials and committees in planning these events.

In many instances, the municipality is not the sponsor of the event, but is asked by a local organization to use municipal property. The municipality would be wise to transfer the risk back to the organization by requiring a certificate of liability insurance with the municipality as additional named insured. If the organization is unable to obtain liability insurance, the municipality must then decide if this is a risk for which they are willing to assume responsibility.

PARADES
The Illinois Department of Transportation requires municipalities using a State Route to obtain a parade permit. The municipality also must accept all liability and provide the Department of Transportation with proof of insurance coverage. As a safety measure, special consideration should be given to selecting a route with the fewest obstacles. Floats should be checked for sound construction and law enforcement or auxiliary police need to be on duty for crowd control.

FIREWORKS
Ideally, a licensed pyrotechnic should be used, and certificates of insurance obtained from the contractor making sure that the limits of liability are adequate. However, when tight budgets are a factor, costs are often cut by using municipal employees or volunteers acting on behalf of the municipality as fireworks handlers. In this case, since liability becomes the sole responsibility of the municipality, safety becomes an area of major concern. Improper or inadequate training of handlers presents great risk not only to the handlers themselves, but to spectators and property as well.

ALCOHOLIC BEVERAGE EVENTS
The planning of events involving alcoholic beverages should be approached cautiously with every effort made to reduce exposure.

If an outside organization is being allowed to use municipal property, the organization should be required to assume all liability and provide the municipality with a certificate of dramshop insurance with adequate limits.

Adherence to the following guidelines will help to make alcohol events safer for participants and the general public alike:
(1) The area to be used should be enclosed or designated boundaries clearly marked.
(2) Alcohol should not be removed from the enclosed or designated area.
(3) Sales of alcohol should be made on the licensed premises as defined in the original license application.
(4) Law Enforcement supervision.
(5) Strict enforcement of legal drinking age.

CARNIVALS
Since carnivals with mechanical devises are nearly always a contracted activity, municipalities should make certain that the contractor has adequate limits of liability coverage with the municipality as additional named insured on the policy.

BOOTHS AND EXHIBITS
Churches, service organizations, individuals and clubs selling or displaying crafts, refreshments, souvenirs, etc. on municipal property should be required to carry liability insurance with the municipality as additional named insured. If this is not possible, an attempt should be made to obtain a signed hold harmless agreement. The purpose of this agreement is to indemnify and hold the municipality harmless from all claims for personal injury or property damage against the city.

Before the event begins, and periodically thereafter, examine cables, ropes and in-ground stakes to avoid trip and fall accidents. Booths, stages and seating areas should be checked for solid construction to safeguard against possible collapse.

The claims potential associated with special events is far-ranging making it nearly impossible to forsee all the risk factors involved. Advance planning with safety as a top priority will most certainly minimize the possibility of loss, and at the same time retain the original intent of community spirit and celebration. •

May 1988 / Illinois Municipal Review / Page 17