What are the best ways to manage risks associated with minors in Event Production?

Event production is a creative and exciting field, but it also comes with various challenges and risks, especially when minors are involved. Whether you are planning a school festival, a youth concert, or a family-friendly event, you need to consider the legal, ethical, and safety aspects of working with underage participants and attendees. In this article, we will share some of the best ways to manage risks associated with minors in event production, based on our experience and industry best practices.

1 Know the laws and regulations

One of the first steps to managing risks with minors is to familiarize yourself with the relevant laws and regulations in your jurisdiction. Depending on where you are operating, you may need to comply with different rules regarding parental consent, age restrictions, alcohol and tobacco use, labor standards, insurance, and liability. You should also consult with a legal expert or a professional association to ensure that you understand your rights and responsibilities as an event producer.

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2 Implement strict policies and procedures

Another way to reduce risks with minors is to implement strict policies and procedures for your event. These should cover areas such as registration, check-in, supervision, security, emergency response, and communication. You should also establish clear guidelines and expectations for your staff, volunteers, contractors, performers, and vendors, and provide them with adequate training and resources. For example, you may want to require background checks, code of conduct agreements, and identification badges for anyone who interacts with minors.

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3 Engage with parents and guardians

A third way to manage risks with minors is to engage with their parents and guardians throughout the event production process. You should inform them of the nature, purpose, and benefits of the event, and seek their consent and feedback. You should also communicate with them about the policies and procedures that you have in place, and how they can support and monitor their children. For example, you may want to provide them with contact information, schedules, maps, and FAQs.

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Chrislyn Lashington

Marketing & Communications Specialist | University Lecturer | TV Host & Producer | Dance Fitness Instructor | Event Producer | Public Health Advocate
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Based on the event, it's great to also have an offering for parents/guardians that allows them to keep an eye on their children while also finding enjoyment themselves. I produce a carnival band which parades the streets during the festival season. We have a day dedicated for the children's parade. While the children are parading, parents have the option to volunteer with the operations of the band and to purchase a branded T-shirt and cap while ushering the children along. This works well for younger age groups. It's also important to determine the ratio of supervisory adults to children present. This prevents mishaps.

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4 Create a positive and inclusive environment

A fourth way to manage risks with minors is to create a positive and inclusive environment for your event. You should design your event to be age-appropriate, culturally sensitive, and socially responsible. You should also foster a culture of respect, trust, and collaboration among all the stakeholders, and address any issues or concerns promptly and professionally. For example, you may want to involve minors in the planning, execution, and evaluation of the event, and celebrate their achievements and contributions.

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5 Evaluate and improve your practices

A fifth way to manage risks with minors is to evaluate and improve your practices after each event. You should collect feedback from the minors, their parents and guardians, your staff, volunteers, contractors, performers, and vendors, and analyze the data and outcomes. You should also identify the strengths and weaknesses of your event production, and implement changes and improvements for future events. For example, you may want to create a report, a checklist, or a template that summarizes your learnings and recommendations.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Pete Morris

NTE/event medical and safety consultant. AI and web software developer
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It's important to remember that all people have their own perspectives and motivations, regardless of age, and these shouldn't be overlooked as simply illegal. When adults behave in certain ways at events, it is likely that younger people will want to do the same. This means that it isn't enough to just say things like, "alcohol isn't being served because it is illegal for minors", and instead response to unexpected and illegal aspects needs to be forefront. Preloading may mean that you don't really have any control over what is and isn't being consumed, so you need to plan for this. Welfare services are fantastic in this area, and are often staffed by people who are not just familiar with intoxication management, but many are DBS checked.

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What are the best ways to manage risks associated with minors in Event Production?

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1 Know the laws and regulations

2 Implement strict policies and procedures

3 Engage with parents and guardians

4 Create a positive and inclusive environment

5 Evaluate and improve your practices

6 Here’s what else to consider

Event Production

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What are the best ways to manage risks associated with minors in Event Production?

1

2

3

4

5

6

1 Know the laws and regulations

2 Implement strict policies and procedures

3 Engage with parents and guardians

4 Create a positive and inclusive environment

5 Evaluate and improve your practices

6 Here’s what else to consider

Event Production

Rate this article

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