Manage risk at school fairs

There’s nothing like a school fair or festival to buoy the spirits of students, staff members and parents alike. Depending on the scope of your fair, you may offer inflatable bounce houses, pony rides, wagon rides or a dunk tank.

Whatever the type of entertainment, be sure to go into the experience with your eyes open—anticipating and accounting for the risks associated with each activity. Ask yourself the following questions when assessing risk:

• Is this a student-only event, or is it open to the public?
• Is the event run by the school or an outside organization?
• Do the vendors have adequate insurance coverages?
• Are the equipment and materials owned by the school, vendor, or rented from a third party?

Ways to reduce the risk

It’s important to take the proper risk reduction steps before an event. Those include:

• Verifying insurance coverage for the event. A licensed insurance broker can give all the details about what is and isn’t covered.
• Obtaining certificates of insurance from each vendor.
• Applying for any necessary permits from local government.
• Making sure there is adequate staffing for the event. School administrators and security personnel should be present and highly visible.
• Ensuring food vendors have the necessary permits and licenses for food handling.
• Inspecting the area of the property that will be used for the event. The area should be free of protrusions, animal holes, insect nests, and anything else that may cause harm to visitors.
• Having emergency medical services personnel present to respond to any medical incidents during the event.
• Requiring parents or guardians to provide a signed permission slip for each student. The permission slip should include an assumption of risk statement and state the potential risk of serious bodily injury for participants.
• Cordoning off event areas. Each specific entertainment option should have its own space in accordance with the manufacturer’s/owner’s specifications. Also, select flat ground areas to prevent any issues with vehicular traffic control and other walking surface injuries.
• Consult with the Risk Control Department for additional measures to reduce/minimize risk for specific activities/events.

Managing risk with inflatables

Inflatable bounce houses are a huge hit with many kids, but there are a number of precautions you should be taking, including:

• Making sure all vendors are in strict compliance with safety regulations. There should be a set maximum number of people in the inflatable at one time, and signage posted that informs parents/guardians of the risk associated with the activity. The inflatable operator needs to perform and document safety checks throughout the event. The vendor should also have written emergency protocols in case of injuries, inflatable collapse or fire.
• Anchoring inflatables and only operating in accordance with manufacturer’s instructions when permissible weather conditions exist.
• Grouping students according to grade. This will keep the size differences to a minimum during jump sessions.
• Taking equipment down or storing equipment inside when not in use. This eliminates the risk of unauthorized after-hours use and vandalism.
• Making sure all electrical components meet the National Electric Code.

Managing risk with pony rides

Animals can be fraught with risk—especially with very young children. Remember to:

• Check whether the Authority Having Jurisdiction (AHJ) allows animals on the grounds. A permit may be required.
• Establish appropriate age restrictions for children unable to support themselves on an animal.
• Animals should be on a lead/tether controlled by the owner representative; free riding is not recommended.
• Provide dedicated quiet areas away from children so animals can rest and drink water in the shade.
• Adjust saddles between rides.
• Provide helmets for riders.
• Obtain veterinary records for the animals.

 Managing risk with wagon rides

Just like inflatables and pony rides, wagon rides require a certain level of caution. Remember to:

• Check equipment throughout the event.
• Restrict wagons to a maximum speed of 5 miles per hour.
• Make sure operators possess the license and training to drive the tow vehicle.
• Establish a designated course that does not intersect with pedestrian traffic.

With proper planning, a school fair or carnival can be an enriching, rewarding event for all involved.

For more strategies to keep your students and visitors safe, check out these risk control resources.