The Big 8 Guidelines

Before you consider safety measures for the specific activities discussed below, ask if your organization follows these eight guidelines, applicable to all events:

1. Do you have staff and volunteers adequate for each activity and age group?
2. Do you have a first aid station and offer hand sanitizing stations?
3. Do you have communication radios and a command station?
4. Do you have security procedures for collecting and safekeeping money for tickets and concessionaires?
5. Do you perform a walk-through of the property to identify safety and security issues the week before, the morning of, and during the event?
6. Do participants sign waivers for high-risk events? Do you have signs posted at the main entrances to the festival and near attractions saying all rides are at the participants’ own risk?
7. Did you talk to your insurance agent about liability exposure as it relates to your planned event?
8. If your event spans multiple days, did you factor in overnight security for your property?

Resource: Background Screening Checklist (PDF) 

Hayrides

Every fall, thousands of churches across the nation sponsor hayrides. Unfortunately, these rides can sometimes lead to serious injuries. A quick online search for "hayride accidents" shows that some hayrides have gone terribly wrong and ended in death. Following these suggestions to minimize the risks:

• Arrange to have a responsible person provide the tractor, wagon, and driving services; one tow per hay wagon. In addition to the driver, include at least one adult monitor who has good visibility around and inside of each wagon.
• Review the route for hazards. Avoid on-road travel and rough terrain that would cause unsafe or dangerous jostling of participants.
• The wagon should have sturdy side panels and equipped with adequate road safety lighting. Don't use flatbed-type vehicles.
• Ensure that children sit as low as possible within the wagon.
• Insist that the tractor operator drive slowly on or off the road. High-gear, full-throttle speeds are unnecessary.
• Keep children away from parked or unattended tractors or wagons.

Resource: Use Caution When Planning Hayrides (article)

Dunk Tanks

Dunk tanks are another popular fall festival attraction, especially as a vehicle for fundraising.

• All dunk tank participants and supervisor/spotters should be age 18 or older and unimpeded by chronic neck or back issues. Dunkees should remove all jewelry, watches, and glasses before entering the tank area.
• Manage splash area. Make sure that tank placement allows for water to drain away quickly. Place non-slip mats around the tank to allow dunkees to safely enter and exit the tank.
• Only allow the supervisor/spotter to be near the mechanics (like the target area) of the tank. Do not allow observers behind or along the sides of the tank. This helps protect observers from being hit by an errant ball.
• Follow manufacturer’s standards for the depth of the water in relation to the height of the participant, and for weight restrictions. Ideally, a participant’s head would be above the water they fall into.
• Prevent drownings. Use a protective cage around the tank so that no one can accidentally fall into the water.
• Drain the tank when left unsupervised.

Resource: 5 Ways to Prevent Slip n' Falls (article)

Trunk-or-Treat

Trunk-or-treats events offer an alternative to walking through neighborhoods, knocking on stranger’s doors. The idea is to decorate the trunks of various vehicles and distribute candy in a personalized and fun way. Children can go car to car, receive candy, and enjoy the themes and decorations. Trunk-or-treats also offer an opportunity to reach out to the community with the Gospel and a positive message about your church or school.

• Clearly designate and secure separate areas for 1) participating cars; 2) parking for attending families; and 3) games, food, or entertainment. The goal is to ensure that arriving/exiting vehicles are a sufficient distance from areas where children are gathered.
• Designate a time for participants to decorate their cars prior to the start of the event. This ensures that no cars will be moving during the event.
• Cars should remain off during the event.
• Use volunteers to safely monitor and provide security for the event. Station volunteers to 1) guide trunk-or-treat vehicles into their spaces; 2) direct the flow of traffic for arriving/exiting attendees; and 3) ensure children follow a one-way path through the treat area.
• Allow only prepackaged treats to be given away.
• Require parental supervision for all children.
• Ensure good lighting if your event takes place after dusk.

Resource: Learn More About Trunk-or-Treat Events (article)

Petting Zoos, Barnyard Critters, and Pony Rides

Nothing pairs better with kids than critters. Even though the owner’s animals should remain with the animals and guide participation, there are safety concerns here, too.

• Ensure that animals are in a contained, corralled area and along the walking path (for ponies), supervised by the owners, and up to date on vaccinations.
• Offer hand washing stations near the animals.
• For pony rides, require that parents accompany minors on all pony rides and participants wear provided head gear.
• If your festival is more than one day, ensure that the owner provides security for the animals corralled in the evening and overnight hours.

Resource: Make Child Safety a Ministry Priority (article)

Corn & Straw Bale Mazes

It may seem corny, but it’s critical to do a walk though prior to, during, and after closing the maze for the day. Look for lost souls, debris, and tipping/tripping hazards. Some localities have enacted additional rules for maze operators, so check what’s required in addition to these guidelines:

• Post clear rules that outline a no smoking policy, age limit for unaccompanied children, and behavior expectations.
• Ensure that maze paths are large enough to allow access for emergency response vehicles and/or their equipment. Provide a diagram of the paths.
• Use elevated platforms to station observers in various locations throughout the maze. Equip all monitors with radios or phones to communicate with each other. Prohibit participants on elevated platforms.
• Create a maze evacuation plan and practice it several times.
• Prominently display “No Smoking or Flame-producing Devices” signs and keep water for fire suppression quickly available.

Resource: High Winds: How to Protect People During Outdoor Activities (article)

Inflatable Amusements

Inflatable amusements like bounce houses and slides can provide a lot of fun for children. However, they can also lead to fractures, sprains, knocked out teeth, and head injuries when they aren’t properly set up or supervised. You can prevent many of these injuries by following manufacturers’ guidelines for set-up, operation, and supervision.

• Ensure that the inflatable object is moored to the ground using every anchor point provided, plus the recommended sandbags or weights. Do not operate in high winds, rain, or with lightning in the area.
• A team of responsible adults must supervise the inflatable at all times and ensure the recommended capacity is not exceeded.
• Require participants to remove shoes, jewelry, eyeglasses, hair clips, and other sharp objects that may injure others. Prohibit food, drink, or gum in the unit.
• Separate children of different ages and abilities, so that larger children don’t accidentally hurt the smaller ones.
• Prohibit flips and rough play. Don’t let children sit or lie down while others are bouncing around them.

Resource: Inflatable Amusements Planning and Setup (article)

Portable Climbing Walls

Multiple safety obligations are required when using a portable climbing wall. Accidents arising from using a climbing wall can be severe, if not fatal. It’s not just the risk of falling that’s of concern—the belay system (ropes) can cause burns, fractures, or amputation injuries.

Only trained staff should monitor the device while in use and ensure that all belay systems, harnesses, and safety mats are checked before each use, appropriate for the use, and fully functional.

Monitor the weather—due to the potential for structural collapse and hydraulic lift system failure, do not allow wall use in high wind, rain, or lightning.

In many states, portable climbing walls may be subject to state safety inspections and/or registration requirements. Ministry leaders should contact a local attorney for guidance on this issue.

Resource: Manage Youth High-Risk Activities (article)

Food Sales

What’s a fall festival without caramel apples, chili cook-offs, and more? Keep the food delicious and foodborne illnesses at bay with these tips:

• Determine if you will offer food prepared on site or packaged food. Ask if the board of health needs to inspect food sale areas.
• Check whether a permit may be required if the event involves the sale or service of food to the public and the event spans more than one day.
• Keep attendees away from heat sources, such as a grill or gas stove, smoker, or electric device.
• Keep handy a fire suppression system at all areas where food is cooked.
• Require food workers to review safe food handling guidelines. Tip: download these charts from foodsafety.gov and distribute to workers.
• Provide refrigeration to keep food safe from spoilage.

Resource: Food Prep Safety Checklist (PDF)

Drone Use

Flying drones can be a fun way to record your festival with sweeping, bird’s-eye footage of the property and attendees. But drones also come with serious risks. Single-drone crashes can cause severe injuries and property damage, despite the aircraft generally being lightweight.

In addition to safety concerns, there’s privacy concerns, too. Any photos or video of event participants may require signed releases prior to publication.

Before using a drone at your festival, weigh the benefit with the risk by reading Drone Safety Guidelines.

Resource: Guidelines for Photo and Video Use (article)