This text is part of the Weather Preparedness & Resilience Toolbox developed by the YOUROPE Event Safety (YES) Group within YOUROPE’s 3F project (Future-Fit Festivals). It is aimed at everyone involved in planning, building, and operating open-air events. It helps festivals and other outdoor events become truly weather-ready by offering both practical and research-based resources as well as background information on weather and climate. Learn how to design safer and more weather-resilient outdoor events.
Risk Assessment Template – Example: Heavy Rain
Risk assessments for events must always be individual, site-specific, and phase-specific. Weather hazards such as thunderstorms do not pose a generic risk; their actual impact depends on local topography, site layout, structures, audience composition, operational procedures, and the current phase of the event (build-up, ingress, show, egress, breakdown).
A template can never replace professional judgment or a site-specific assessment. However, a well-designed template provides a structured starting point:
- it ensures that no relevant risk dimension is overlooked,
- it supports consistency across events or event editions,
- and it helps translate weather information into operational decisions.
The following template is therefore intended as a working framework, which must be adapted, expanded, and validated for each individual event.
Risk Assessment Template
Hazard: Heavy Rain (Persistent or Intense Precipitation)
1. General Information
| Item | Description |
| Event name | |
| Event location | |
| Date(s) | |
| Event phase(s) covered | ☐ Build-up ☐ Ingress ☐ Event operation ☐ Egress ☐ Breakdown |
| Assessor | |
| Date of assessment | |
| Linked documents | Weather monitoring plan, Emergency plan, Show-Stop procedure |
2. Hazard Description
Hazard type:
Heavy or persistent rainfall, including:
- high rainfall intensity over short periods
- long-lasting precipitation causing saturation
- reduced visibility and comfort
- interaction with wind and temperature
Typical characteristics:
- cumulative effects over hours or days
- delayed onset of operational problems
- strong dependency on soil, drainage, and surface conditions
3. Site-Specific Exposure Analysis
| Aspect | Site-specific considerations, for example |
| Soil and ground type | Grass, sand, clay, sealed surfaces |
| Drainage capacity | Natural runoff, artificial drainage, weak points |
| Site slope | Water accumulation areas, downhill flow |
| Temporary surfaces | Trackway, mats, ramps |
| Structures | Tents, stages, containers, ballast |
| Electrical installations | Cable routing, water protection |
| Audience areas | Standing zones, camping, queuing areas |
| Access and egress routes | Mud risk, vehicle accessibility |
4. Affected Event Phases
| Phase | Relevance, for example |
| Build-up | ☐ Vehicle access ☐ Ground damage ☐ Crane stability |
| Ingress | ☐ Slippery surfaces ☐ Delays ☐ Queuing |
| Event operation | ☐ Reduced mobility ☐ Medical incidents |
| Egress | ☐ Congestion ☐ Falls ☐ Vehicle movement |
| Breakdown | ☐ Fatigue ☐ Equipment recovery ☐ Site damage |
5. Risk Identification
| Risk scenario | Potential consequences, for example |
| Ground saturation | Loss of load-bearing capacity |
| Muddy walking surfaces | Slips, trips, falls |
| Flooded low areas | Local site closures |
| Impaired vehicle movement | Delayed emergency response |
| Reduced audience comfort | Behavioural changes, early departure |
6. Existing Control Measures
| Category | Measures already in place, for example |
| Planning | Drainage plan, surface reinforcement |
| Technical | Trackway, mats, raised cabling |
| Organisational | Weather-based contingency planning |
| Staffing | Increased stewards at risk areas |
| Medical | Preparedness for slip-related injuries |
7. Risk Evaluation (Example Matrix)
| Risk | Likelihood | Severity | Risk level |
| Slip and fall injuries | High | Medium | Medium–High |
| Vehicle immobilisation | Medium | High | Medium–High |
| Local flooding | Low–Medium | High | Medium |
IMPORTANT: Scales and thresholds must be defined consistently within the overall event safety concept
8. Additional Mitigation Measures Required
| Measure | Responsible | Trigger |
| Install additional trackway | Production / site manager | Rain forecast ≥ X mm |
| Restrict vehicle access | Event control | Ground saturation |
| Close low-lying areas | Safety manager | Water accumulation |
| Adjust egress routing | Crowd management | Mud risk identified |
9. Decision Triggers and Thresholds
| Parameter | Threshold | Action |
| Rainfall intensity | e.g. ≥ 15 mm/h | Increase monitoring |
| Cumulative rainfall | e.g. ≥ 40 mm/24 h | Ground reassessment |
| Surface condition | Loss of traction | Route modification |
| Emergency access | Impaired | Operational changes |
10. Residual Risk Evaluation
| Risk after controls | Acceptable? | Notes |
| Slip hazards | ☐ Yes ☐ No | |
| Emergency access | ☐ Yes ☐ No | |
| Structural stability | ☐ Yes ☐ No |
11. Review and Update
| Item | Description |
| Review frequency | Regular during prolonged rain |
| Update triggers | Rain accumulation, site inspection |
| Documentation | Log decisions and surface changes |
Final Note
Heavy rain is often underestimated because its effects develop gradually. Many critical incidents are not caused by rainfall itself, but by delayed recognition of cumulative impacts on ground conditions, access routes, and crowd movement.
This template provides a structured starting point, but effective risk management requires:
- continuous site inspection,
- early operational adjustments,
- and clear authority to implement restrictions before conditions deteriorate.
Every event must adapt this template to its specific site, audience, infrastructure, and operational reality.