The Event Safety Alliance Canada Conference brought together event professionals, safety specialists, producers, and public-sector partners to focus on what matters most at live events: keeping people safe. Thanks to CCR Solutions’ Event Planner Bursary, guest writer and first-time ESA Canada delegate, Natalie Ciarallo, spent two days in deep conversation about risk, readiness, and the future of event safety.
Below is her recap of the key lessons, themes, and takeaways shaping the industry’s approach to event safety.
Rethinking Safety: Beyond Barricades and Checklists
Safety is more than cones, barriers, and visible measures. One of the strongest themes at ESA Canada was avoiding the “illusion of safety” situations where physical protections are present but functionally ineffective. Natalie notes that true safety planning requires:
• A focus on both physical and psychological safety
• Risk assessments that go beyond what is visible to attendees
• Proactive identification of threats before mitigation begins
Safety is not a static process; it is an active, evolving responsibility.
Understanding Comprehensive Risk
Speakers emphasized that risk does not stop at the venue perimeter. Event teams must consider the full ecosystem surrounding their event, from local conditions to unpredictable social factors.
Key external risks discussed included
• Weather and environmental hazards
• Protests, political activity, and large-scale gatherings
• Vehicle threats and hostile intrusions
• Localized safety challenges outside controlled zones
The message was clear: If you don’t look beyond your site map, you’re missing half the risk picture.
Crowd Management: It Starts Long Before the Crowd Arrives
Crowd behaviour was a major focus this year. Effective crowd management requires understanding how individuals and groups think, move, react, and behave.
Sessions highlighted:
• Behaviour forecasting and empathy mapping
• Clear accessibility planning
• Vehicle mitigation and drone disruption strategies
• Real-time density monitoring
• Using entertainment strategically to redirect or slow movement
• Purpose-built break points throughout the footprint
This reinforced a powerful lesson: crowds behave the way we design for them to behave.
Emergency Readiness and the Power of Clear Leadership
A well-designed emergency plan is only useful if everyone understands who has the authority to act.
Key takeaways:
• The need for a defined show-stop procedure
• Pre-recorded announcements and visual alerts
• Accessible routes for medical and emergency response teams
• Leadership visibility in moments of crisis
• Continuous training to build both confidence and competency
Clarity saves time, and time saves lives.
FIFA Case Study: What Global Events Teach Us About Safety
One of the most compelling sessions broke down FIFA’s approach to managing safety across three countries, 16 host cities, and numerous legal systems.
Highlights included:
• Planning that begins three years out
• Seventeen specialized working groups
• Intelligence-led threat analysis
• Transport, cybersecurity, and access control integration
• Cultural, geopolitical, and behavioural considerations
The concept of Zone X (the “last mile” extending 5–8 miles beyond the venue) sparked important discussions about the real size of an event’s footprint.
The expected legacy is clear: more consistent, elevated safety standards across Canada, particularly in Toronto and Vancouver.
Technology’s Role in Modern Event Safety
Technology continues to accelerate what is possible in safety management.
Modern tools include:
• Push notifications and emergency alerts
• CCTV, heat mapping, and density sensors
• Dynamic digital signage that updates in real time based on crowd flow
• Drone detection and drone-assisted responses
• AI-powered behavioural recognition (promising, but still unreliable in crises)
Technology is an asset, but the consensus was clear: tools support safety, but people lead it.
Evolving Audiences: A New Safety Challenge
Post-pandemic audiences behave differently. Younger crowds, in particular, are more likely to take risks, react unpredictably, and mirror extreme behaviours influenced by online content.
For safety teams, this means building plans that account for:
• Faster emotional escalation
• Group dynamics shaped by social media
• More frequent impulsive behaviour
The industry must meet these audiences where they are — not where we wish they were.
From risk identification to crowd science to emergency leadership, the 2025 Event Safety Alliance Canada Conference underscored that safety is not a department. It is a shared responsibility that begins long before doors open and extends well beyond the venue boundary.
Natalie’s experience shows that safety is no longer a technical checkbox. It is a strategic pillar that shapes how we design, manage, and lead events. As the industry continues to evolve, one thing remains constant: nothing matters more than keeping people safe.
Natalie Ciarallo is an event professional with experience in venue operations, client service, and live event coordination. She brings a thoughtful, detail-oriented approach to her work and is known for her clear communication and steady problem-solving.
📸 Special thanks to Allmark Media for the event photos.
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