Prioritizing Attendee Well-Being
A festival’s success isn’t just about great performances – it hinges on keeping attendees safe, healthy, and comfortable throughout the event. Seasoned festival organizers understand that a dehydrated or sunburnt attendee can’t fully enjoy the music. By proactively addressing hydration, weather protection, and general health, organizers not only prevent medical issues but also boost the overall festival experience. Healthy attendees stay energized, have more fun, and leave with positive memories – which is the ultimate goal for any festival.
Hydration: Water Everywhere, All the Time
One of the most critical aspects of attendee health is hydration. Long hours of dancing, sun exposure, or even chilly weather can all lead to dehydration. Providing ample access to water is non-negotiable:
– Free Water Refill Stations: Set up numerous water refill stations throughout the venue. Make them impossible to miss – near stage areas, food courts, and entrances. Clearly mark these stations with signage and include their locations on festival maps and mobile apps.
– Encourage Water Consumption: Use creative reminders to nudge attendees to drink water. Display friendly “Drink Water!” messages on stage screens between sets or on LED boards. Some festivals even get artists or MCs to occasionally remind the crowd to stay hydrated.
– Roaming Water Vendors or Volunteers: For large crowds, consider staff or volunteers roving with water backpacks or trays of water cups. This brings water directly to the crowd, making it easy for attendees to hydrate without leaving their spot. For example, some major EDM festivals have teams (like Insomniac’s Ground Control) that wander through the audience offering free water and checking on people’s well-being.
– Policy and Pricing: Allow attendees to bring empty water bottles or hydration packs they can refill on-site. If bottled water is sold, keep prices reasonable. Nothing aggravates attendees more than $9 water in scorching heat, and such practices can become safety issues. Past events have learned the hard way – insufficient or overpriced water quickly leads to medical incidents (the infamous Woodstock ’99 saw hundreds suffer dehydration due to scarce water access). Wise organizers treat water as a basic necessity, not a luxury or profit center.
By making water abundant and easily accessible, festivals drastically reduce cases of dehydration and heat stroke. It’s a simple step that can literally save lives and keeps the vibe positive.
Shade and Cooling Zones
For outdoor festivals under a hot sun, shade and cooling areas are essential. Attendees need places to escape the heat and recharge:
– Shaded Seating Areas: Provide tents, canopies, or shade structures where people can sit and get out of direct sunlight. Even a few large umbrellas or a stretch tent with benches can offer much-needed relief in an open field venue.
– Cooling Mist Tents or Fans: Set up cooling stations equipped with misting fans, spray hoses, or even “cool down” tents with air-conditioning if possible. A light mist over the crowd or in dedicated zones can lower body temperatures and prevent heat exhaustion. These spots become popular gathering areas when the afternoon sun is intense.
– Water Play & Rest Areas: Some festivals incorporate fun cooling elements like splash pads or spray tunnels for attendees to quickly cool off. Ensure there are also calm rest areas where anyone feeling overheated can lie down, perhaps with onsite medics nearby to monitor. Quick access to cold compresses or ice bags at first aid points is also helpful during heat waves.
Providing relief from the heat isn’t just about comfort – it prevents serious conditions like heat stroke. Plus, attendees who can comfortably escape the sun will last longer on the dance floors once they’ve cooled down.
Sun Protection for All
Along with shade, sun protection is a key part of keeping festival-goers healthy. Sunburn and sunstroke can sneak up on attendees spending all day outside:
– Free Sunscreen Stations: Consider offering free sunscreen at kiosks or first aid tents. A simple pump dispenser of high-SPF sunscreen, or handing out small packets, encourages attendees to reapply throughout the day. It’s a small investment that demonstrates the festival’s care for attendee health.
– Signage and Announcements: Post signs reminding people to apply and reapply sunscreen, especially in the morning and early afternoon when sun exposure is highest. Festival MCs or video screen messages can include tips like “Don’t forget sunscreen and hats!” as gentle prompts.
– Shade + Sunscreen Combos: Place sunscreen stations in or near shaded rest areas. Attendees might take a break under a shade tent and notice sunscreen is available, prompting them to use it. This one-stop “rest and protect” approach makes it convenient to stay safe from the sun.
– Merchandise and Giveaways: Some festivals sell branded hats, visors, or sunglasses – useful items that also promote sun safety. Even offering free paper fans or parasols can help attendees create their own shade while moving around.
By actively promoting sunscreen use and sun protection, festivals help attendees avoid painful burns and potential heat-related illnesses. A sun-safe crowd is a happier, more comfortable crowd.
Cold Weather Comfort
Not all festivals take place in summer heat – fall, winter, or high-elevation events present the opposite challenge: keeping attendees warm and comfortable in cold conditions. The principles of care remain the same:
– Warming Stations: If temperatures will drop, set up heated tents or indoor areas where people can warm up. Outdoor heaters or fire pits (in controlled, safe setups) can create cozy gathering spots. For example, a winter music festival might have a “warming hut” with hot drinks and heat lamps for attendees coming in from the cold.
– Hot Beverages and Water: Offer hot water, tea, or cocoa at concession stands or dedicated stations. Even simply having free hot water available (for tea or cup noodles, etc.) can help attendees regulate their temperature. Remind people via signage to “Stay warm – grab a hot drink!” as the evening approaches.
– Encourage Layering: Use communications (pre-event emails, website FAQs, and on-site posters) to urge attendees to dress in layers and bring jackets. Seasoned organizers often work with coat check services or locker rentals so attendees can store extra layers during warmer daytime hours and retrieve them at night.
– Emergency Blankets: Have some mylar thermal blankets or spare blankets at first aid stations to give out if someone is shivering or showing signs of hypothermia. It’s an inexpensive precaution that could make a big difference for an individual in distress.
By planning for cold weather needs, festivals ensure that a drop in temperature doesn’t catch anyone off guard. Attendees who can warm up easily will stick around and enjoy the show rather than leaving early due to discomfort.
Hearing Protection: The Overlooked Necessity
Amid all the focus on weather and hydration, don’t forget hearing protection as part of attendee well-being. Festivals are loud – often exceeding safe decibel levels, especially near the stages. Long-term attendees and industry veterans know the ringing ears at the end of the night are a warning sign. Here’s how festival organizers can help:
– Earplug Availability: Provide affordable (or free) earplugs at the entrance, merchandise booths, or info kiosks. Even simple foam earplugs can prevent hearing damage. Some events include a pair of earplugs in the welcome kit or sell them at cost price (e.g., $1) so that no one has an excuse to go without.
– Signage and Promotion: Post signs like “Protect Your Hearing – Earplugs Available Here” at loud areas and exits. Many people will gladly use earplugs if they are reminded and readily at hand. Make announcements or a note in the festival program/app about earplug availability.
– Partner with Hearing Health Organizations: Similar to partnering with medical groups for first aid, consider collaborating with hearing protection companies or local health organizations. They might sponsor earplug giveaways or provide high-fidelity earplugs at a discount. This not only safeguards attendees’ long-term hearing health but also presents the festival as a responsible community player.
Protecting attendees’ hearing ensures they can keep enjoying music for years to come. It’s a thoughtful touch that seasoned festival-goers will deeply appreciate – and newcomers will learn to value.
Reminders to Rest and Refuel
Beyond specific services, successful festivals create a culture of self-care by encouraging attendees to look after themselves:
– Public Announcements: Some festivals use periodic PA announcements or video screen messages with gentle reminders: “Remember to eat and hydrate!” or “Take a break in the shade if you need it.” When delivered in a friendly tone, these messages can be surprisingly effective.
– Festival App Notifications: If your event has a mobile app or SMS alert system, send push notifications during the day. A mid-afternoon “How are you feeling? Don’t forget to drink water and grab a snack” can prompt people to pause and take care of their needs.
– Buddy System & Staff Vigilance: Encourage attendees to look out for one another. Festivals can promote a buddy system (especially for large camping festivals) where friends check in on each other’s condition. Likewise, train festival staff and security to notice signs of fatigue or distress – a quick intervention or suggestion to rest can prevent medical problems.
– Balance in Scheduling: Consider the pacing of your event. Scheduling short breaks between intense sets or providing areas with calmer programming (like acoustic sets or wellness activities) gives attendees a chance to recharge. This isn’t a direct health service, but it contributes to overall well-being by preventing burnout.
By normalizing the idea that “taking a break is okay,” festivals reduce stigma around stepping out of the crowd to rest. Attendees who pace themselves will enjoy longer and avoid overwhelming exhaustion or accidents.
Partnerships for Health Services
No festival organizer does it all alone – partnering with health and safety organizations amplifies your ability to keep attendees safe:
– On-Site Medical Teams: Collaborate with local medical providers or organizations like the Red Cross for event medical services. Trained medics and EMTs on-site can respond quickly to dehydration, heat stroke, or any health issue. Many large festivals station Red Cross volunteers or licensed paramedics at first aid tents and roaming teams in the crowd. Their presence is reassuring and crucial for serious incidents.
– Well-Being Programs: Some festivals partner with wellness organizations to provide services like free water, sunscreen giveaways, or even mental health support tents. For example, a local public health department might set up a booth with health tips and free sunscreen, or a non-profit might offer a “hydration education” campaign during the event.
– Volunteer Training: Work with partners to train your festival volunteers and staff in basic first aid and how to handle common festival health scenarios. When your team knows the signs of dehydration or heat exhaustion, they can act faster – sometimes preventing an incident from escalating.
– Community and Sponsor Support: Don’t overlook community resources. Local fire departments often have cooling or misting trailers they can lend, city councils might provide water refill trucks or “water bars,” and sponsors (like beverage companies or sports drink brands) might supply free water or electrolytes in exchange for branding visibility. These partnerships lighten the logistical load and budget impact on the festival while ensuring attendees have what they need to stay well.
By building a network of health-focused partners, organizers ensure professional support is on hand. It sends a message that the festival community cares: everyone from the promoters to local organizations is invested in attendee safety.
Healthy Attendees, Happy Festival
At the end of the day, a festival is only as great as the experience of its attendees. Taking care of basics like hydration, shade, and sunscreen – and those often-overlooked details like earplugs and rest reminders – creates an environment where guests can focus on enjoying the event. Veteran producers have learned that preventing problems is far better than reacting to emergencies. A well-hydrated, comfortable crowd is less likely to suffer medical issues, which means fewer interruptions and a more positive atmosphere for all.
For emerging festival organizers, the lesson is clear: prioritize attendee health from the planning stage. Budget for the water stations, set up the cooling tents, coordinate with health partners, and make those safety announcements. These measures don’t just avert disasters – they actively enhance the festival’s reputation. Attendees will remember a festival that truly took care of them, and that positive experience drives loyalty and word-of-mouth.
In the competitive world of events, the next generation of festival producers can set themselves apart by being champions of attendee well-being. By learning from past successes and failures – and always putting the audience’s health first – organizers ensure that everyone can safely dance, celebrate, and make memories from the first act to the encore. A safe and comfortable attendee is a happy attendee, and happy attendees are the foundation of a truly great festival.
25th August 2025