The No Risk prevention checklist: How to reduce risks and avoid damage at your event

At No Risk, we’ve been helping event organisers across Europe insure their events for years – from small village fairs to major festivals. We’ve seen what can go wrong, but we also know how much you can prevent with the right preparation.

That’s why we’ve created this practical prevention checklist: a list of concrete checkpoints to help you avoid damage, accidents and unnecessary stress.

Because yes, a good event insurance policy covers what can go wrong – but the better your preparation, the less likely you are to need it.

📦 Suppliers & equipment

• Have delivery times, responsibilities and assembly/dismantling been clearly agreed?
• Have you checked the condition of hired equipment beforehand?
• Are there clear agreements on damage, cancellation, and other risks?
• Who is responsible for insuring hired materials – you or the supplier? (It’s usually the organiser.) If it’s you, you’ll need an event insurance policy to cover it.

💡 Tip: Always read your supplier’s terms & conditions – and get agreements in writing.

📍 Set-up & site

• Are walkways and (emergency) exits clear and well marked?
• Are power sources and generators safely installed and protected?
• Is lighting sufficient – even in bad weather or after dark?
• Are large structures (tents, stages, fencing) properly secured?
• Are restricted areas (e.g. technical zones or backstage) clearly cordoned off?
• Is the ground safe for set-up in wet or frozen conditions (e.g. with track mats)?

💡 Tip: Inspect the site at least a day in advance for obstacles, slippery surfaces and safety issues – so you still have time to make adjustments.

🔌 Power & equipment

• Is there a backup plan in case of a power outage or technical failure?
• Are cables, plugs and devices safely covered and protected from the elements?
• Is there supervision of equipment use (e.g. lighting, sound, catering)?
• Are generators and distribution boxes safely placed and enclosed?

💡 Tip: Coordinate with technicians and suppliers in advance to clarify who is responsible for what.

🔥 Fire safety

• Are fire extinguishers available, accessible and ready for use?
• Do tents and decorations meet fire safety regulations (e.g. fire-retardant materials)?
• Is smoking prohibited where necessary?
• Are fire pits, gas systems and heaters safely positioned?
• Are gas bottles stored safely (upright, outside, ventilated)?

💡 Tip: Make sure stallholders, caterers and other vendors are also aware of the safety rules for electricity, gas and open flames.

💧 Weather conditions

• Are tents and structures stormproof and properly anchored?
• Is there a bad weather plan for storms, heat or lightning? (Think: extra shade, coverings, grit.)
• Are track mats or wood chips available in case of heavy rain?

💡 Tip: You can add weather cancellation cover to your event insurance.

👥 Visitors & crowd control

• Are entrances, exits and routes wide enough and logically laid out?
• Are toilets, first aid and emergency exits clearly marked?
• Is there enough supervision (such as security or traffic stewards)?
• Are there crowd control measures for peak times (e.g. extra security, one-way systems, communication)?
• Has the maximum number of visitors per area been estimated?

💡 Tip: Make sure every team member knows what to do in case of sudden crowding or bottlenecks.

🚑 First aid & accidents

• Is a first aid station present and easy to find?
• Have emergency services been informed and are they easily reachable?
• Does your team know what to do in a medical emergency?
• Is the site accessible for emergency vehicles?

💡 Tip: List the first aid number and key contact persons in your event plan and post it in several locations on-site.

🆘 Emergencies & incident response

• Is there an emergency plan or evacuation protocol in place?
• Does everyone on the team know what to do in case of fire, panic, accidents or a power outage?
• Has a central contact person or safety coordinator been assigned?

💡 Tip: No matter how well you prepare, incidents can still happen – so make sure you're properly insured.

✅ Final Site Check

Do one final walk-through of the site with a colleague right before opening and check that the following is in order:

• Are emergency exits and escape routes clear and visible?
• Are cables, stairs and obstacles secured or marked off?
• Is the site safe to walk on (no slippery surfaces, loose boards or holes)?
• Is there enough lighting – including after sunset?
• Is the first aid station clearly indicated?

What if something still goes wrong?

Good preparation will reduce most risks. For everything else, there’s No Risk event insurance. It protects you financially if things don’t go to plan – from last-minute cancellations to damage, bad weather or accidents.

That way, you’re not just well prepared – but properly insured, too.