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Utah Government Trust presenter urges written plans, inspections and vendor insurance to prevent special-event tragedies
Summary
A Trust risk manager told local officials that identifying and documenting event risks, assigning responsibilities, and requiring vendor insurance are essential to prevent catastrophic incidents at community gatherings.
Presenter (S1), a risk manager who identified himself as working with the Utah Government Trust and the Salt Lake Organizing Committee, urged local governments to treat special-event safety as an intentional, documented process rather than a matter of luck. "We don't want any dead kids," he said, framing that as a primary goal for event planners.
In a webinar on special-event risk management, the presenter outlined a five-step approach: identify risks, evaluate their likelihood and severity, control exposures, manage remaining risks, and inspect work and facilities. He emphasized using a risk matrix to weigh probability against potential harm and deciding what the organization's risk appetite allows. "More people equals more risk," he said, pointing to crowd size as a multiplier of hazard.
The presenter recommended that governments build written risk plans tied to the overall event plan that assign responsibilities for inspection, security, first aid and transportation; those plans, he said, should be preserved as documentation of due diligence. He cited a state requirement that management "shall inspect" facilities and urged frequent inspections and immediate remediation when unsafe conditions are found.
On emergency response, the presenter urged organizers to prepare for weather holds, lightning detectors, rapid evacuation protocols and coordination with local fire and EMS. He cited recent local examples — including a community show barn fire and other event-related fatalities — as reasons to plan for worst-case scenarios.
Contract management was another focus: require competent contractors to provide certificates of insurance that name the government as an additional insured and include indemnification language reviewed by counsel. The presenter recommended using reputable vendors and, when small vendors lack insurance, suggesting short-term event policies that can be purchased by the hour or day.
He advised caution about liability waivers, calling them useful to inform participants but of limited value in court. "Liability waivers are good for honest people," he said, adding that waivers should be reviewed by attorneys and not relied on as sole protection.
The presentation closed with practical tips — inspect, document, and, when a proposed activity exceeds the organization's risk appetite, say no. The presenter offered follow-up support and said the training would be posted to YouTube and Trailion for later reference.
