Event Safety Management: A Guide to Prioritizing Protection in Every Event Plan

Whenever we go out in a large crowd, we want to know that we're safe. Whether attending a concert, festival, or sporting event, we're there to enjoy ourselves and not to worry about what could go wrong. 

Yet accidents happen at large events—and more often than we realize. That's why safety experts operate behind the scenes, constantly monitoring every variable, from crowd density to weather conditions to electrical hazards, all with an eye towards keeping attendees safe. 

“It's a hidden part of every event, but it’s essential," said Bryan Huneycutt, Vice President of Operations at Halo Solutions, an event safety consultancy, and co-designer of the Event Safety Certificate Program offered by the Occupational Safety and Health Department at UC San Diego Division of Extended Studies. Once seen as an afterthought or a troublesome liability, event safety is now a growing field that is quickly becoming a key strategic focus for event managers and promoters. When safety is embedded early and thoughtfully into event planning, it not only protects lives but also safeguards reputations, budgets, and the long-term success of the event industry.

"We want event organizers to think of safety as an enabler, not a barrier," said Huneycutt. "When safety is done right, it allows the event to be more successful because everyone can focus on the experience, knowing the risks are being managed."

We asked Huneycutt to share some of his insights about event safety management and the evolution of the industry.

Bryan Huneycutt (L) joins the UC San Diego Occupational Safety and Health team at the ESA Event Safety Summit.

Proactive Event Safety Management: How Organizers Can Avoid Disaster

Effective event safety doesn't happen by accident. It requires early planning, clear communication, and a proactive approach. One of the biggest mistakes event organizers make is waiting too long to bring safety experts into the conversation.

“If we're brought in during the design phase, we can catch potential issues before they become expensive or dangerous problems to fix," said Huneycutt.

Rather than treating safety as a final checklist, organizers are encouraged to design safety into every aspect of the event, including stage placement, crowd flow, and exit routes. The goal is not just to prevent incidents but to create a safety-first culture across the entire planning process and avoid last-minute scrambling or costly adjustments. A key aspect of proactive event safety management is asking the right questions:

• How will the crowd flow through the space?
• What is the evacuation plan in case of an emergency?
• Are temporary structures like stages and tents, built to withstand wind and weather?
• What kind of audience is expected, and how might that affect movement and behavior?

“We're thinking about the stairs, the exits, the stages, and even how fast an audience can evacuate if needed,” Huneycutt explained. “If it’s a Neil Diamond concert, the audience will move at a very different pace than a crowd at a DJ-driven music festival.”

The Biggest Safety Risks Facing Events Today

Every event is different, but there are consistent safety concerns that professionals are trained to identify. Huneycutt noted a handful of key risk areas:

Crowd Management & Crush Risks

One of the most serious dangers at large events is crowd crush, which occurs when extreme crowd density prevents people from moving, breathing or escaping.

"Crowd crushes don't happen because people are panicking or running. They can happen when people move just a few inches,” said Huneycutt. "By the time that wave of pressure reaches the front of the crowd, there's nowhere for people to go. That's why we focus so much on monitoring crowd density and having a release valve if things get too tight."

Weather & Environmental Hazards

Weather conditions can introduce unexpected risks, even for indoor venues. 

"When people think of weather risks, they think lightning or rain. But heat-related illnesses are a massive problem, especially at outdoor summer festivals," Huneycutt explained. “We've seen cases where people got second-degree burns just from sitting on overheated benches."

Other risks are high winds that can topple temporary structures or even outside weather conditions that affect indoor events, such as indoor venues overheating on hot days.

Practical advice for organizers includes monitoring weather conditions, creating specific “cool off zones" for hot outdoor festivals, creating wind-resistant setups, and having contingency plans in place for sudden changes.

Temporary Structures & Staging Risks

Many event hazards come from temporary setups, such as stages, tents, lighting rigs, and scaffolding. These structures are often built quickly and exposed to environmental stressors like wind, rain, and heat.

"Every year, you hear about a festival or a fair where a stage or tent collapses because of bad weather or poor construction," Huneycutt said. "These incidents are almost always preventable if the right safety measures are in place."

Proper planning includes calculating wind loads, anchoring structures correctly, and respecting weight limits to ensure safety in any condition.

Technology’s Expanding Role in Event Safety Management

As events continue to grow in size and complexity, technology is becoming increasingly crucial in ensuring safety. 

Advanced tools like AI-driven crowd monitoring, real-time data analytics, and predictive modeling help organizers shift from reactive safety measures to proactive risk prevention, identifying potential hazards before they escalate into serious issues.

For example, AI-powered surveillance systems can detect when a crowd is becoming dangerously compressed, alerting security teams to intervene before a crush occurs. 

Heat mapping technology can help organizers track attendee movement patterns, allowing for better crowd flow management and preventing bottlenecks at points like entry gates and concession areas.

Yet Huneycutt stresses the importance of using technology to complement human expertise and well-trained safety personnel, not replace them. 

"These innovations significantly enhance safety measures," Huneycutt said. "But at the end of the day, human judgment and experience are still critical."

Safety as a Competitive Advantage

The renewed focus on safety underlines a major shift taking place in the events industry today. Organizers are starting to recognize that safety is not just necessary, but also a competitive advantage.

"The industry is slowly realizing that safety professionals aren't the enemy," said Huneycutt. "We're the ones helping them avoid lawsuits, keep their events running smoothly, and making sure people go home happy instead of in an ambulance."

Beyond financial incentives, the industry is also recognizing that a strong safety culture builds trust with attendees, artists, and sponsors. Audiences are more aware than ever of safety concerns, and venues with poor safety records can struggle to attract top-tier talent or secure necessary permits.

"People think ‘safety' means we’re going to tell them 'no,’" said Huneycutt. "But what we actually do is figure out how to say 'yes’ in a way that keeps everyone safe. If you give us enough time and resources, we can make almost anything work safely."

The Event Safety Certificate Program

With events becoming larger and more complex, the need for structured safety training has never been greater. To fill that gap, the OSHA Department at UC San Diego Extended Studies developed the event safety certificate program in collaboration with the Event Safety Alliance.

The program includes modules on crowd management, temporary structures, weather risks, and more. It's designed to be practical and experience-based, with real-world case studies and opportunities to learn from industry professionals with years of experience. 

"We want students to learn from the mistakes we've made so they can avoid making them themselves," Huneycutt added. “It's about giving people credibility and showing that they've been trained by experts sharing lessons from the field." 

Event Safety Instructor Bryan Huneycutt delivers event safety training on the U.S.S. Midway.

A Safer Future for Events

As the events industry continues to evolve, the push for better safety standards is gaining momentum. Programs like the event safety certificate are helping to professionalize the field and ensure that lessons from the past aren't forgotten.

“We're never going to eliminate all risk," Huneycutt said. "But what we can do is reduce it to a level where people feel safe and can enjoy the event. That's the goal."

To learn more about the Event Safety Certificate Program, please visit the Occupational Safety and Health Department at UC San Diego Extended Studies.