Summer heat can be brutal on festival crews. Staging a summer festival means operating under intense sun and high temperatures. From setup to teardown, crew members often toil for long hours under harsh conditions. Ensuring their welfare in the heat isn’t just compassionate – it’s critical for safety and a successful event. In a 2025 survey of festival workers in the UK, over 40% reported having to work in extreme heat without adequate support, and more than 70% faced punishingly long shifts, some as long as 18–20 hours with barely any rest (bectu.org.uk). The message is clear: festival organisers must proactively protect their teams from heat-related risks, especially during summer festivals.
Shorter Shifts and Mandatory Cool-Down Breaks
One of the most effective strategies for crew welfare in extreme heat is to shorten outdoor shifts and enforce regular breaks for cooling down. Rather than scheduling crews for marathon stretches, break work into shorter intervals during the hottest periods. For example, many events in hot climates like Australia or the Middle East adjust schedules so that heavy outdoor work is done in early morning or late afternoon, avoiding the peak midday sun. Some festival production teams have adopted a “45/15 rule” – for every 45 minutes of work in high heat, allow a 15-minute break in the shade or an air-conditioned space. Major festivals in desert environments (such as those in Nevada or the Australian outback) often start work pre-dawn, then pause around midday when temperatures soar, resuming when it’s cooler in the evening.
Mandatory cool-down breaks are not optional – they can save lives. In regions like California, heat regulations require that any worker who feels overheated be allowed to stop and rest in shade at least 5 minutes (or longer) with no penalty. Festival safety managers should schedule frequent mandated breaks, and supervisors or safety officers should actively ensure crews take them. Provide a cooling area backstage or near work zones – for instance, a tent with fans, mist sprayers, or portable evaporative coolers – where staff can lower their body temperature. At Glastonbury Festival 2019, which saw unusually high temperatures, stage crews were rotated frequently and given access to cold drinking water and shade, preventing serious heat illnesses. Don’t wait for someone to collapse – insist on rest breaks hourly (or more often in extreme heat) and remind everyone that performance and speed are never put above safety.
Sun-Protective Gear and PPE for Heat
Providing personal protective equipment (PPE) designed for sun and heat is a simple but vital step. This goes beyond the usual hard hats and high-visibility vests – in scorching weather, PPE should include sun protection gear. Wide-brimmed hats or caps with neck flaps shield crew from direct sun and help prevent heat stroke. Many festival crews wear lightweight long-sleeve shirts or use UV-blocking sun sleeves to protect their arms without overheating – these sleeves cover the skin, wick sweat, and actually keep workers cooler than direct sun on the skin. Encourage the use of sunglasses and sunscreen as part of the dress code to prevent sunburn and sun glare issues.
In addition, consider cooling accessories. Some festivals issue cooling neck wraps or bandanas soaked in cold water to crew working front-of-house or rigging lights up on stage. Others provide lightweight cooling vests with gel packs for staff in the hottest roles (for example, stagehands setting up steel structures under the midday sun). Don’t forget safety footwear – boots can get very hot, so allow crew to wear breathable, composite-toe boots instead of steel-toe in hot conditions (as long as safety standards are met). By equipping the team with the right gear, you reduce their risk of heat exhaustion and show that the festival values their well-being.
Hydration and Electrolyte Replacement
Hydration is the cornerstone of heat illness prevention. Festival producers should make water abundantly available to all crew, at all times. Provide large water coolers or bottled water at every work site, backstage, and in crew areas. Never make crew hunt for water or wait in attendee lines. It’s wise to supply electrolyte drinks or packets as well – when people sweat, they lose salts and minerals that water alone can’t replace. In fact, occupational safety experts recommend that workers drink about 8 ounces of water every 15–20 minutes in extreme heat (that’s roughly a small cup full, three times an hour), and to include electrolyte beverages for work lasting more than 2 hours (www.osha.gov). Sports drink powders, electrolyte tablets, or even coconut water can help keep salt levels balanced and prevent muscle cramps and fatigue.
Set up a culture of “drink breaks” in addition to rest breaks. For instance, many festival teams in tropical climates (like events in Southeast Asia or the Caribbean) schedule hydration reminders via radio or team leaders every 20–30 minutes. Hand out personal refillable water bottles to crew and encourage them to refill frequently. Providing flavour enhancers or electrolyte sachets can make water more palatable and motivate crew members to drink more often. Also, educate the crew to start hydrating before their shift begins (pre-hydration) and to avoid excessive caffeine or alcohol on the job, as those can worsen dehydration. A well-hydrated crew is far less likely to suffer heat exhaustion, meaning fewer medical emergencies and no disruptions to the festival schedule.
Encourage Early Symptom Reporting (No Penalties)
Creating a safety culture where crew members report early signs of heat illness without fear is paramount. Crew should be trained to recognize symptoms in themselves and others – such as excessive sweating followed by clammy skin, dizziness, headache, muscle cramps, rapid heartbeat, or confusion – and to report these immediately. Make it clear that there will be no penalty or stigma for speaking up or taking a break when feeling unwell. In the past, some event crew have hesitated to admit they’re overheating, worrying they’ll be seen as weak or risk losing future gigs. As a festival organiser, you must dispel this fear. Emphasise that preventing a medical emergency is far more important than “pushing through” a tough moment.
Many festivals implement a buddy system, pairing crew members to watch out for each other’s well-being. For example, at Lollapalooza in Chicago, supervisors encourage team members to check in on their colleagues every hour during hot days. If someone reports they feel faint or shows signs of heat stress, they should be immediately relieved and taken to the medical tent or cool zone for evaluation – no questions asked. Some jurisdictions even mandate this: in California’s outdoor work regulations, any employee who feels symptoms of heat stress is allowed to stop work and cool down, and cannot be ordered back until symptoms subside (www.dir.ca.gov). Leading festival production companies also champion this approach; Insomniac, the festival organiser behind Electric Daisy Carnival (EDC), has stated that “safety remains our highest priority” and that they are dedicated to the well-being of all team members (blumano.com). By promoting a transparent, blame-free environment, crew will speak up sooner, and you can address issues before they escalate to serious illness.
Monitor Fatigue and Rotate Heavy Tasks
Heat magnifies physical fatigue, so keeping an eye on how tired your crew is getting is essential. Assign a stage manager or safety officer to actively monitor crew fatigue levels throughout the day. Simple practices like a quick verbal check-in – “How are you holding up? Feeling okay to continue?” – can gauge if someone is pushing beyond their limits. Watch for workers who look flushed, are slowing down significantly, or showing poor coordination; these can be red flags for heat exhaustion.
Rotating crew through heavy or strenuous tasks is another key tactic. Rather than having the same individuals carry heavy speakers, scaffolding, or gear all afternoon, swap roles periodically. For example, at a large EDM festival in Las Vegas, the production crew splits into teams and alternates tasks: one team handles loading equipment for an hour while the other takes a lighter duty like cable management or shade-tent setup, then they switch. This rotation prevents any one crew member from overexerting themselves in the heat. Use machinery and tools to reduce manual lifting wherever possible – e.g. forklifts, dollies, and hoists – to spare human bodies from excessive strain.
It’s also wise to schedule the most labour-intensive jobs during cooler parts of the day. If a stage needs to be built in July in Mexico or India, plan the heaviest lifting for early morning or overnight. Even in more temperate climates, a surprise heatwave can happen (as festivals in the UK and Germany have learned in recent summers), so have a contingency plan: if the thermometer spikes, bring in extra hands to allow more rotations and consider delaying non-urgent work until the temperature drops. By pacing the workload and giving people chances to recover, you maintain productivity over the long haul and avoid dangerous burnout. Remember, a collapsed crew member means not only a personal tragedy or injury but also a potential delay or shutdown of festival operations – truly a lose-lose scenario.
Training, Planning, and Other Considerations
Every festival organiser should incorporate heat risk management into their event planning. This includes training staff and volunteers on heat safety during pre-event orientation. Teach them the basics of heat-related illnesses (heat exhaustion vs. heat stroke, for instance), and the importance of hydration and rest. Conduct brief toolbox talks on hot mornings to remind everyone about the UV index, expected temperature highs, and where to find water & shade. Festivals in places like Arizona, Spain, or Indonesia often issue daily safety briefings when temperatures are extreme, ensuring that no one forgets the heat risk amid the rush of event tasks.
Additionally, consider the venue layout in terms of crew comfort. Provide shaded rest areas close to work zones (even a pop-up canopy with cold water and a bench can make a difference). If your festival budget allows, station medics or first aid teams near crew work sites during the hottest hours, so any issues can be addressed immediately. Make sure your communication system (radios, group chats, etc.) has a protocol for health check-ins – for example, a supervisor might call for a 2 p.m. “water break” announcement for all departments. Planning for heat also means having contingency plans: if the forecast shows a record heat day, be ready to adjust call times, increase the number of crew rotations, or even postpone certain activities.
Lastly, lead by example. Event managers should also take breaks and stay hydrated, which sets the tone for everyone else. A culture of care starts at the top. When crews see that their festival organisers are serious about heat safety, they will take it seriously too. The result? A healthier, happier crew that can deliver their best work, ensuring the festival runs smoothly for artists and fans alike – even under a blistering summer sun.
Key Takeaways
- Schedule smarter in summer: Break up long outdoor shifts into shorter ones, and avoid heavy work during peak midday heat. Always enforce regular cool-down breaks in shade or A/C.
- Equip the team for sun: Provide sun hats, UV-blocking sleeves or long-sleeve shirts, sunscreen, and cooling accessories. Appropriate PPE for heat can reduce the risk of heat exhaustion.
- Hydration is non-negotiable: Supply plenty of drinking water and electrolyte replacements. Encourage crew to drink small amounts frequently (e.g. every 20 minutes) and replenish lost salts during long shifts.
- Encourage a speak-up culture: Train and remind crew to report early signs of heat stress (dizziness, cramps, excessive fatigue) immediately, without any fear of punishment. Respond swiftly with rest and medical attention if needed.
- Rotate demanding tasks: Don’t let one person do all the heavy lifting in the sun. Rotate roles so that everyone gets relief from strenuous duties, and bring in additional crew if extreme heat conditions demand shorter work stints.
- Plan ahead for heat: Integrate heat risk management into festival planning – from extra tents and fans to adjusted timelines and staff training. Being prepared for high temperatures ensures your festival crew stays safe and your event stays on track.
27th September 2025