Managing larger YFC events during a heatwave

If you’re preparing for a larger event, such as a Rally or County Show, where extreme hot weather is forecast, you will need to ensure plans are in place for the safe management of events and mass gatherings. Attendees should be given information on safe behaviours during periods of hot weather.

About hot weather and health

During severe hot weather, there is a risk that people can develop heat exhaustion, heatstroke and other heat-related illnesses. Hot weather can increase the risk of heart attack, stroke, lung problems and other diseases.

Older people and those with underlying medical conditions are particularly vulnerable to the effects of hot weather but, during extremely hot weather when temperatures may be over 35°C, fit and healthy people can also be affected.

You can reduce the impact of hot weather at events by:

identifying hot weather as a potential risk in event risk assessments and ensuring plans are in place to reduce the impact of hot weather
providing adequate drinking water throughout the event in line with potable water and food hygiene plans
having a plan in place to increase shaded areas
planning activities at times of the day when it is cooler such as the early morning or in the evening
ensuring good communications on how to reduce the risk associated with hot weather during the event and ensuring plans are in place to make changes to the event should there be extremely hot weather forecast
advising attendees to limit exposure to the sun between 11am and 3pm when UV levels are highest, cover up with suitable clothing, wear a wide-brimmed hat and sunglasses, seek shade and apply sunscreen liberally and re-apply frequently.

Who is at risk

Public events can increase exposure to heat and direct sunlight and may also make organisational responses more difficult.

Individual behaviours often change (for example, people may be reluctant to use the toilet facilities due to the long queues or lose their viewing position and so purposely reduce fluid intake). There is a risk of increased alcohol or recreational drug consumption that can lead to dehydration and increased body heat. Physical activity, such as dancing, can worsen dehydration and increase body temperature. As a result, this can lead to heat-related illness, dehydration, collapse and even death.

Considerations to minimise the risk of hot weather

The following checklist can be used when planning large scale public events. This should be used in conjunction with other more detailed planning advice (for example, Health and Safety Executive’s ‘Events Safety Guide’ and the Purple Guide).

Be prepared for hot weather

To prepare, you can:

listen to the news and check the local weather forecast so that you know when hot weather is expected
look out for advice on what to do if services such as power, water supplies and transport are likely to be affected
check air pollution forecasts and advice – air pollution can become worse during hot weather and can cause problems for people with asthma and other breathing problems
ensure first responders have adequate training and resources to manage heatrelated impacts
keep in mind that alcohol, and some prescription and recreational drugs can worsen the effect of heat
position water stations, toilets, and health facilities in shade
ensure all staff are familiar with this guidance and your local plans before 1 June each year.

Ensure good public engagement and communication

Communications should provide advice to attendees on how to keep well during hot weather. The ‘beat the heat’ guidance for members of the public provides practical advice on how to stay safe and well during periods of hot weather

In addition to signposting attendees to this information, event organisers should consider the following:

prepare advice on staying safe during hot weather that can be distributed in areas where attendees will congregate
messaging could promote the use of sunscreen, increasing water intake, seeking shade, covering the head, and wearing loose light-coloured clothing
messaging could be via digital screens, announcements, and printed media
consider distributing cooling aids such as bottled water, fans, and hats Protect attendees from the sun and keep them cool

To protect attendees from hot weather you can:

provide temporary shaded areas at event locations (umbrellas, tents) and consider positioning toilet and health facilities in shaded areas • reduce the need to queue (efficient check-in, additional staffing, or staggered ticket entry)
provide a water spray, mist area or spraying (showers, garden hose); consider water misters attached to high velocity fans
make available a map of local public air-conditioned spaces where people can have respite from the heat (consider extending opening hours of these venues)
divert strenuous activities for cooler days or cooler periods of the day and provide an alternative, less strenuous programme for hot days
consider the availability of sunscreen, hats, and fans; attendees should also be encouraged and allowed to bring sunscreen into events

Take steps to reduce the risk of dehydration

Ensure an adequate supply of drinking water throughout the event – on hot days it is advisable to provide free drinking water.

Consider distributing water bottles or water dispensers to encourage attendees to drink enough fluids. Ensure drinking water is well signposted and safe to drink.

Alcohol has a dehydrating effect on the body. Encourage attendees to choose alcohol-free options, or alternate alcoholic drinks with a glass of water.

More support: Hot weather advice: mass gatherings and planning events (Credit: GOV.UK)