Event Safety: It’s Not About Memorising Rules—It’s About Understanding the ‘Why’

What’s more important: knowing every rule or understanding why the rules exist?

Recently, I led a safety briefing for community members and volunteers stepping into safety warden roles for a 100,000-person event. We covered key risks—fire hazards, crowd movement, emergency response—but I made one thing clear:

?? You’ll never predict every possible scenario.

?? New risks will always appear.

So instead of making them memorise a rulebook, I gave them something more valuable: the reasoning behind it. Because when you understand why safety measures exist, you can apply common sense in the moment—even when faced with something unexpected.

Why Understanding the ‘Why’ Matters More Than Checklists

Too often, safety training focuses on listing potential risks and step-by-step responses—but what happens when something new or unpredictable arises?

As event mangers, we are well-versed in forecasting common event risks such as:

?? A sudden weather change—Do you wait for instructions or act fast to shelter attendees?

?? A crowd bottleneck at an exit—Do you follow the standard plan or adapt based on the situation?

?? An injured guest in a non-designated area—Do you call for help or move them to safety first?

BUT. It is impossible for us to think of every single possible scenario. There are literally a million possibilities.

Events are live, unpredictable environments, and the best safety decisions come from understanding, not just following rules.

How to Train for Smarter Event Safety Decisions

1. Teach the Rationale, Not Just the Rules

Instead of listing every possible scenario, train people to think critically about safety. Ask: Why does this rule exist? What problem does it solve?

For example, instead of just saying “Always keep exit paths clear,” explain: “In an emergency, people instinctively move toward exits. Any obstacle increases panic and risk.”

Once people grasp the logic, they can apply it beyond written rules.

2. Encourage Real-World Thinking

The best training isn’t just theory—it’s immersive and scenario-based.

?? Walk them through an event site and discuss risks in context.

?? Run drills that force decision-making—not just reciting procedures.

?? Debrief past incidents to explore why decisions were made, not just what happened.

This builds situational awareness—a skill no checklist can replace.

3. Empower People to Make Decisions

Safety shouldn’t rely on a top-down command structure. On event day, split-second decisions matter.

Give teams clear decision-making frameworks:

? “If in doubt, prioritise people’s safety over the plan.”

? “When facing a risk, act first—then escalate.”

? “If something doesn’t feel right, speak up.”

When people trust their judgment, they respond faster and more effectively.

Beyond Event Safety: A Leadership Lesson

This thinking doesn’t just apply to safety—it’s a mindset shift for teams and leadership.

And the best teams don’t just follow checklists—they understand the bigger picture behind them. Every event, workplace, and industry benefits when people are taught to think, not just follow.

If you believe in training people for real-world decision-making, not just rule-following, share this with your network. Let's make our events safer, and more enjoyable for both teams and attendees.

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