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Sporting events and public safety: A guide for public entities

Sporting events are vital for community engagement, public health, and municipal economies. Learn how to address the complex risks associated with such events.

08/19/2025 · 7 minute read

From local tournaments to regional championships, sporting events play a vital role in fostering community engagement, promoting public health, and stimulating local economies.

However, these events can involve complex risks — including safety hazards, liabilities, and financial exposures — that public entities must address in order to better protect participants, spectators, and community infrastructure. 

The following guidance provides public entities with key strategies and practical steps to identify, assess, and mitigate risks associated with sporting events to help promote safe and successful outcomes. It is not an exhaustive list and should be used in conjunction with policies and procedures and professional standards, as well as in compliance with local laws and regulations.

The risks associated with sports event management

Sports events unite diverse stakeholders — including athletes, spectators, vendors, sponsors, and volunteers — in dynamic environments. Public entities face unique challenges when hosting such events, including:

  • Public safety obligations: Maintaining attendee and participant safety is a legal and ethical priority, with potential liabilities for incidents.
  • Regulatory compliance: Events must adhere to local, state, and federal regulations, including safety, accessibility, and environmental standards.
  • Budget constraints: Strict budget limitations necessitate careful financial planning and resource allocation to be sure that all aspects of the event are adequately funded while minimizing the risk of unexpected costs.
  • Reputation and accountability: Mishandled incidents can erode public trust and lead to scrutiny from stakeholders or media.

Six strategies for mitigating sports event risk

Proactive risk management can mitigate disruptions at sporting events, protect public resources, and help deliver positive community impact. Public entities should consider the following strategies as part of their broader risk management approach:

Understand the full spectrum of risks by assessing all event components and consider the following:

  • Evaluate crowd control, unauthorized access, and potential threats like vandalism or terrorism.
  • Consider fire hazards, medical emergencies, and occupational safety for staff and volunteers.
  • Plan for weather-related disruptions such as storms and extreme heat and maintain sustainable practices.
  • Account for budget overruns, vendor defaults, or revenue shortfalls from low attendance.
  • Address venue infrastructure issues, equipment failures, or scheduling conflicts.
  • Review liabilities in vendor agreements, sponsor contracts, and participant waivers.
  • Protect ticketing systems, data privacy, and communication networks from cyber threats.
  • Conduct stakeholder workshops with event staff, vendors, and emergency services to map out potential risks.
  • Use checklists tailored to event size and type to ensure no risk is overlooked.
  • Consult local regulations to identify compliance-related risks specific to public venues.

Prioritize safety and preparedness to protect attendees and minimize disruptions. Consider the following:

  • Develop a detailed emergency response plan covering medical emergencies, evacuations, and natural disasters.
  • Establish clear communication protocols for coordinating with police, fire departments, and medical teams.
  • Train staff and volunteers on safety procedures, including crowd management and first aid.
  • Ensure venues meet accessibility standards with appropriate ramps and signage, for example, to comply with regulations and protect vulnerable attendees.
  • Conduct pre-event drills to test emergency response plans and identify gaps.
  • Partner with local emergency services to align on roles and responsibilities.
  • Install visible safety features, such as fire extinguishers, defibrillators, and clear exit signage.
  • Use real-time monitoring tools, such as weather apps and crowd sensors, to detect emerging risks during the event.

Vendors and contractors play a critical role in event success, but they can also introduce risks if mismanaged. Consider the following:

  • Vet vendors thoroughly, checking their safety records, insurance coverage, and past performance.
  • Use clear, detailed contracts that outline responsibilities, liability limits, and contingency plans.
  • Require vendors to provide proof of insurance, such as general liability or workers’ compensation coverage.
  • Monitor vendor compliance with safety and regulatory standards throughout the event.
  • Include indemnification clauses in contracts to shift liability for vendor-related incidents.
  • Schedule regular check-ins with vendors before and during the event to ensure compliance.
  • Maintain a backup vendor list to address last-minute cancellations or failures.

Protect public funds by mitigating financial risks and securing appropriate coverage. Consider the following:

  • Create a contingency budget to cover unexpected costs, such as weather-related cancellations or equipment repairs.
  • Forecast revenue risks, such as low ticket sales, and develop mitigation plans like diversifying funding sources.
  • Work with experienced brokers to obtain tailored coverage, including general liability, event cancellation, and property damage policies.
  • Review existing insurance policies to ensure they cover specific risks, such as participant injuries or vendor negligence.
  • Negotiate flexible cancellation clauses with venues and vendors to reduce financial exposure.
  • Document all event-related expenses and contracts for transparency and audit purposes.
  • Consult risk advisors to identify cost-effective insurance options that align with public budgets.
  • Consider multi-event insurance policies for entities hosting recurring sports events.

Engage the community and stakeholders to build trust and enhance risk management, considering the following:

  • Communicate safety protocols to attendees through signage, websites, and pre-event briefings.
  • Involve community groups in planning to address local concerns, such as traffic or noise impacts.
  • Collaborate with public agencies, including health departments and transit authorities, to align on safety and logistics.
  • Solicit post-event feedback to identify areas for improvement in future risk management.
  • Use social media and local media to share safety information and manage public expectations.
  • Create a community liaison role to address resident concerns during the event.
  • Host pre-event town halls to gather input and build goodwill with stakeholders.
  • Publish a post-event report highlighting safety successes to reinforce public trust.

Risk management is an ongoing process that requires vigilance before, during, and after the event. Consider the following strategies throughout the process:

  • Conduct pre-event inspections of venues to verify safety and accessibility compliance.
  • Monitor real-time risks during the event, such as crowd behavior or weather changes, using staff and incident reporting systems.
  • Assign a dedicated risk management team to oversee monitoring and response during the event.
  • Perform a post-event review to assess incidents, evaluate control effectiveness, and document lessons learned.
  • Update risk management plans based on findings to improve future events.
  • Benchmark risk controls against industry standards or similar public events to identify best practices.
  • Archive risk management documentation for legal and regulatory purposes.

Developing a culture of preparedness

To effectively manage risks at sporting events, public entities must cultivate a culture of preparedness that permeates every level of event planning and execution. This begins with establishing a dedicated risk management team composed of representatives from various departments, including event planning, legal, and public safety. By fostering collaboration among these diverse stakeholders, organizations can ensure a comprehensive approach to risk management.

The foundation of this culture lies in conducting thorough risk assessments to identify potential challenges unique to each event. Following this assessment, it is crucial to develop a clear and actionable risk management plan that outlines necessary policies and procedures. This plan should not only address immediate safety concerns but also promote a proactive mindset among all team members.

Training is a vital component of this culture. Prioritizing safety training for staff and volunteers ensures that everyone is equipped with the knowledge and skills to respond effectively to emergencies. Additionally, engaging the community through open communication fosters trust and encourages public participation in safety initiatives. By embedding a culture of preparedness into the fabric of event planning, public entities can improve risk management outcomes and deliver sporting events that are safe, secure, and enjoyable for everyone involved.

* Disclaimer: This bulletin is for informational purposes only and does not constitute advice for specific situations.

To learn more about risk mitigation strategies tailored to public entities, speak with a Marsh representative.

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