Everyone Loves a (Safe) Parade | Steven Adelman

There is a surprisingly long list of things that have gone tragically wrong at parades and other events that take place on the streets of our cities and towns. This session will consider a variety of foreseeable risks and discuss ways to mitigate them based on the new American National Standard for Parade Safety, ANSI ES1.42-2025.

Breakout Session | Implementing the Event Alert System (EAS) and Why You Should Start Now | Kirsten Fleming

The Event Alert System (EAS) developed by Chicago Event Management (CEM) and increasingly adopted in the mass participation space, is a communication tool designed to keep participants, staff, and spectators informed during large-scale public events, such as marathons and festivals. The system, when implemented and executed correctly, provides timely updates on event conditions, safety information, and emergency alerts.

EAS uses a color-coded flag system—green, yellow, red, and black—to indicate the current status of the event based on factors like weather conditions, course congestion, and medical emergencies. For example, a green flag signals normal conditions, while a black flag indicates extreme conditions that may lead to event cancellation. These flags are prominently displayed at key points along the race course and communicated through digital platforms, public address systems, and event staff.

The primary goal of the EAS is to enhance situational awareness and safety for everyone involved. By providing clear, real-time information, the system helps participants make informed decisions and allows event organizers to coordinate effectively with city agencies and emergency responders. Events don't have to start from scratch, whether you are a small organization with small events or a larger staff with big audiences, this is a scalable system that is increasingly more important in the wake of climate change and external risk factors.

Breakout Session | The Criticality of Communication in Event Safety | Aaron Billesberger

This interactive session will examine the vital role communication plays in the planning and execution of any event. Participants will explore key areas including: (1) Building partnerships through communication with external stakeholders and Authorities Having Jurisdiction (AHJs); (2) pre-event communication with those working, responding to, and attending the event; and (3) effective communication during both normal and emergency operations, including Show Pause/Show Stop Protocols and emergency messaging.

LEARNING OBJECTIVES:

• Identify key stakeholders and Authorities Having Jurisdiction (AHJs) relevant to event planning
• Explore strategies for establishing effective partnerships with stakeholders and AHJs
• Develop a comprehensive list of communication methods and messaging types for staff, service providers, and guests prior to an event
• Understand the essential components of pre-event briefings
• Apply communication planning through Tabletop Exercises and practice scenarios
• Identify critical communication protocols for both normal and emergency event operations

Breakout Session | Stage Drapery Fire Safety: Ensuring Compliance, Mitigating Risks, and Managing Costs | Brad Davies

Fire Safety on stages is a real issue- drapes are naturally flammable and, when exposed to hot lights, or electrical sparks, there is an increased risk of fire. Flameproofing on drapes form an important part of a theater's fire safety system.
We review the different types of fabrics and flame retardant treatments available. In addition, we share practical knowledge from the field sharing little-known facts such as flame retardant wears off over time, and even Inherently Flame Retardant fabrics will become flammable with the accumulation of dust. Finally, we review how to make drapery compliant with the fire code without incurring the significant cost of replacement.

Stage Draperies require on-going care and maintenance to continue to look good and be safe. Presentation will discuss fabrics used in theatres, show tips on handling and caring for them to preserve their lifespan.

Breakout Session | What Goes Up Must Come Down - Safety! (Insider Insight for Non-Riggers) | Gary MacLeod

"What Goes Up Must Come Down...Safely," is a session for anyone overseeing or working alongside rigging operations, including Technical Directors, Production Managers, Site Supervisors, Health & Safety Professionals, and production workers who aren't riggers themselves. This session aims to demystify rigging concepts and terminology, and will introduce you to basic rigging equipment through a practical "show and tell" demonstration. You will learn to identify critical safety issues you must consider for your event and you'll gain a solid understanding of how proper scheduling and staffing contribute to safe and efficient rigging operations. You'll leave this session equipped with the knowledge and understanding necessary to better oversee and engage with rigging operations.

Breakout Session | Security Folk - Winnipeg Folk Festival - Community Based Trauma Informed Security | Arwen Helene, Nicole Anderson

We will present on the history and development of our Security Folk team. From our start at identifying the need for a different approach than contract security had to offer. Recognizing that the community of attendees were looking for security who understood the unique group of people who were attending. From this we started by developing and working with the province to train and license volunteers to meet the security needs of the event. Over the years we have further developed and grown, offering training in the areas of harm reduction, safer spaces, de-escalation strategies, what it means to be trauma – informed, mental health response and more. We are able to successfully recruit new candidates year to year. These folks commit to the training and we as an event spend the time and resources to have each new group of people complete 100 plus hours of training each year. This further offers the organization the opportunity to expand the training opportunities to other volunteers throughout the festival. Through this we have been able to adapt and expand other areas including safer spaces, harm reduction. Instead of looking at security separately we are able to better support and respond to our audience prioritizing safer spaces and trauma informed responses.

Breakout Session | The Swiss-Cheese "Cheesy" Approach to Contractor H&S Management | Claire Mocock

This session builds (remember, progress not perfection!) on Claire’s session in 2024 on Safety and Due Diligence for a Multi-Employer Workplace. Last year, Claire covered key roles, duties and definitions – while keeping things practical with a case study review and providing tangible resources of checklists, orientations, toolbox talks, pre-job planning and hazard assessments. This year, Claire will continue to build on this with helping event organizers understand “what” (and more importantly “how”) to execute their duties and demonstrate due diligence in a practical way and how to hold contractors and trades accountable for H&S duties and expectations when working on your worksite. We all hold a shared responsibility for safety to keep workplaces (and events) safe. The objective of this session is a national (and cheesy) approach in improving contractor H&S management for event multi-employer worksites because as “cheesy” as it sounds – we are all stronger and safer when we work together.

Breakout Session | Emergency Protocols After the Fall | Morgan Myler, Natasha D'Angelo

Suspension trauma remains a critical yet often misunderstood risk in fall protection and rescue planning. In this session, Morgan Myler, Vice President of IATSE Local 58 and safety educator, joins Natasha D’Angelo, Manager, Special Projects at WHSC, to present a collaborative approach to suspension trauma protocol. Together, they will outline the rationale behind their jointly developed best-practice response, drawing on field experience, medical insight, and evolving regulatory guidance. The session will include a brief background on traditional protocols, the limitations observed, and the adjustments made in their revised approach. A live demonstration of the recommended protocol will be conducted, highlighting key steps and safety considerations for rescuers and responders. This session aims to provide practical, evidence-informed guidance to help organizations update their own rescue plans.

Breakout Session Part 1 | Stampede Storms - An Applied Meteorologist's Point-of-View | Kevin Stanfield

The Calgary Stampede becomes a reasonably-sized city over its eleven day run. This discussion covers the key hazards we anticipate for the Stampede and its multitudinous threat vectors, how we monitor conditions, and how we work with the operations side to implement response.

Breakout Session Part 2 | From Fabric to Framework: Structural Integrity in Volatile Weather | Cindy Sypher

Canada’s climate throws everything at us—from sudden squalls on the prairies to coastal windstorms and unpredictable northern cold snaps. In this session, we’ll explore how temporary structures—tents, inflatables, stages, and modular builds—can be designed, deployed, and reinforced to withstand severe weather events without compromising safety or performance.

Drawing from real-world case studies and field experience across fairs, festivals, emergency response, and commercial installations, Cindy Sypher will unpack the engineering principles, material choices, and risk mitigation strategies that separate a resilient build from a catastrophic failure. We’ll look at soft good mitigation strategies, how frameworks distribute load, and what happens when weather conditions exceed operational expectations.

This session is ideal for event producers, engineers, municipal planners, and anyone responsible for temporary infrastructure in Canada’s dynamic climate. Whether you're setting up a concert stage in downtown Toronto or deploying inflatable shelters in remote regions, you’ll leave with practical insights and actionable tools to improve safety, compliance, and confidence in your structures.

Let’s rethink what “temporary” really means—because when the weather turns volatile, your structure needs to be anything but.

Breakout Session | Violence Prevention in the Arts and Entertainment Industries | Daniel Farley, Caleigh Hoot

Workplace violence risks in the arts and entertainment industries are constantly evolving. In this session we will analyze the increased risk of violence and provide an overview of a customizable newly developed violence and harassment prevention toolkit to help employers, supervisors, and workers mitigate and manage the risk of violence and harassment. An overview of the following toolkit components will be provided:

• Written Policy Template: Customizable to workplaces and is actionable in addressing workplace violence and harassment.
• Reporting Form Template and “How To” Guideline Document for Incidents: Workers to report incidents of violence and harassment to their employer.
• Harassment/Violence Risk Assessment: Comprehensive assessment tool to guide employers and JHSCs in identifying and mitigating potential risks.
• JHSC Consultation Template: Facilitate engagement with the JHSC in implementation and monitoring for effectiveness.
• Inspection (Monthly) Checklist: Monitor adherence to violence and harassment prevention elements to maintain effectiveness, identify areas for improvement and document due diligence.
• Code of Conduct: Reinforces expectations around workplace behaviour and respect for both workers and patrons
• Visual Reminders: Visual reminders throughout the workplace to reinforce key aspects of the program for both employees and patrons
• Toolbox Talks: Information on policies, reporting, risk assessments, other program elements and how to identify potentially violent behaviour with guidance on de-escalation tactics.

We will examine how functioning internal responsibility systems support Workplace Violence and Harassment Prevention Programs and support a defense of due diligence while minimizing the risk of violence and harassment creating safe spaces to share the gift of arts and entertainment.

Breakout Session | Tabletop Exercise: Racing Against the Crisis | Camille McInnis, Martin Deslauriers
(session delivered in English, materials provided in English and Français)

Racing the Crisis is a high-energy, tabletop exercise where decision-makers must work together to navigate a fast-paced, immersive scenario inspired by the Grand Prix du Canada. The simulation includes evolving injects focused on incident management & emergency management, testing participants’ ability to respond under pressure.

The session will open with a short presentation on the importance of regularly testing protocols and team readiness. Participants will then be immersed in a dynamic scenario that challenges cross-functional coordination, rapid decision-making, and crisis leadership in a complex, high-traffic outdoor event setting.

Attendees will leave not only with insights from the simulation, but also with a practical toolkit to help them design and lead tabletop exercises within their own organizations.

Can you stay in control when the pace picks up and the stakes get real?

The Taylor Effect - Hosting Mega Events & Concerts | Jodie Shebib, Keith MacDonald

In 2024, Taylor Swift’s record-breaking Eras Tour made its highly anticipated stop in Vancouver, drawing over 150,000 fans across three sold-out nights. While the spotlight was on the stage, the real show was happening behind the scenes—where the City of Vancouver’s permitting office and the Vancouver Police Department worked in lockstep to ensure the safety, security, and seamless execution of one of the largest events in the city’s history.

This session offers a rare, behind-the-scenes look at the planning, coordination, and real-time decision-making that went into managing a mega-event in an urban environment. Representatives from the City of Vancouver and the Vancouver Police will walk attendees through the permitting process, inter-agency collaboration, crowd management strategies, and public safety protocols that were deployed before, during, and after the concerts.

From navigating complex municipal requirements to managing crowd dynamics in and around BC Place, this session will explore the challenges and successes of hosting a global superstar in a bustling metropolitan setting. It will also highlight the importance of proactive planning, stakeholder communication, and adaptive response strategies in ensuring public safety and community well-being during high-profile events.

Whether you're involved in municipal operations, event production, or public safety, this session will provide a compelling case study of how cities can rise to the occasion when the world is watching.

Sailing Through Heavy Rain and High Winds at a World Circuit Sailing Race | Mike Gillett

This presentation is about an international sailing event, often referred to as the F1 of sailing with catamaran boats reaching speeds up to 100 km/hr. This event was held in Halifax in June 2024, drew thousands of people to both sides of the harbour, and shut down marine and air traffic in an unprecedented fashion. Mike Gillett will provide insight into the steps that were taken by event organizers to protect everyone on the water and on land during this exciting event.

SPEAKERS