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Farm Event Safety

Hosting a harvest festival, fundraiser or open house brings crowds to a place built for work. Good planning protects guests, helpers and your own family.

What should you decide before you announce an event?

Decide how many people the site can safely host, what activities you will offer and who will run each one. Think about what happens on a hot day, a rainy day and a crowded day.

Check with your county or town, your insurance agent and your state agencies about permits, insurance and rules for gatherings. Requirements differ by location.

Walk the event from a guest's point of view: arriving, finding parking, walking to the main area, using restrooms and leaving in the dark. Fix the weak points you find.

• Maximum number of guests
• List of activities and staffing
• Parking and traffic plan
• Restrooms and hand washing
• Emergency plan and contacts
• Check weather and sunset time
• Plan the rain option in advance
• Confirm helpers and vendors

How do you lay out the site?

Draw a simple map showing entrances, exits, parking, activity areas, restrooms, first aid and closed areas. Keep guests away from barns, machinery, storage and chemicals, and fence or lock what must stay off limits.

Keep paths wide, level and lit. Plan for strollers, wheelchairs and older guests.

Think about where people will gather, such as food tables, stages and bonfires. Crowds should not stand near roads, ponds, barn doors or equipment.

• Entrances and exits clearly marked
• Closed areas fenced or locked
• Paths level and lit
• First aid station visible
• Restrooms with hand washing

How do you handle parking and traffic?

Parking is where many problems start. Provide enough space, mark lanes and use staff to direct cars. Keep walkways separate from driving lanes.

Plan for emergency vehicles to reach the site at all times. Ask your local fire department to review your layout.

Keep a lane clear for ambulances and fire trucks, and tell all parking attendants never to block it.

What should you plan for weather and fire?

Know how you will warn guests if a storm comes and where they can go. Check forecasts from the National Weather Service before the day and have a clear rule for pausing or ending the event.

Keep fire extinguishers accessible, and make sure any open flame, food cooking or heating follows your local fire code. Ask the fire marshal or your local fire department about what applies.

Cooking, heaters and generators should follow the manufacturer's directions and local fire rules. Never run generators or fuel-burning heaters in closed tents or buildings.

How do you prepare staff and volunteers?

Brief everyone on their jobs, the layout, the emergency plan and how to reach the event lead. Give clear radios or phones and identifiable shirts or vests.

Have at least one person trained in first aid and CPR on site, and know where the nearest hospital is. In an emergency, call 911.

A short briefing before the doors open helps. Cover the layout, who is in charge, where first aid is and what to do if the event must stop.

• Assign a person in charge of each area
• Share emergency contacts
• Practice what to do for a lost child
• Give a plan for loose animals
• Name a lead for every area
• Share emergency contacts
• Use radios or phones
• Review the lost child plan

What about food, alcohol and activities?

If you serve food, ask your local health department about licensing and safe handling. If alcohol is involved, ask your state and local authorities and your insurance agent about requirements before you decide.

Choose activities carefully and check each one for risks. Hayrides, animal contact and games with moving parts each need their own plan.

Ask vendors for proof of their own licenses and insurance, and put expectations in writing.

• Ask the health department about food rules
• Ask local authorities about alcohol rules
• Review each activity for risks

How do you review afterward?

Meet with helpers after the event and note what worked and what did not. Write down incidents and near misses and fix problems before the next event.

Keep records of attendance, staffing and any changes, which also help with conversations with your insurer.

Share what you learned with neighbors and other hosts, so the whole area gets better at hosting safe events.

Last reviewed: November 12, 2026. Written by the Farm Safety Editorial Team. See our editorial policy.