Temporary Structures for Events: Safety, Permits and Risk Management

Temporary structures for events, from broadcast platforms to temporary walkways, provide vital infrastructure to support event operations, create shelter or help organizers manage crowd flow. However, these structures also introduce a unique set of risks that require careful planning and oversight.

Improper design, electrical hazards or injuries during setup and takedown of temporary structures can quickly expose event organizers to costly liability. By closely adhering to building codes and safety protocols, organizers can proactively prevent losses from occurring and use temporary structures to their advantage.

What Qualifies as Temporary Structures for Events?

Under Section 3103 of the 2024 International Building Code (IBC), a temporary structure is generally one erected for less than 180 days. At events, temporary infrastructure can include:

• Tents

• Stages

• Platforms

• Grandstands

• Bleachers

• Walkways

• Fencing

• Rigging

• Lighting and power systems

Permit and code requirements depend on the structure, its use and the local jurisdiction. It is critical that event organizers understand applicable requirements and confirm compliance before installations.

Why Temporary Building Structures Require Full Safety Compliance

Even though temporary building structures may only be up for a few days, event organizers must ensure compliance with all codes and safety protocols to protect occupants, workers and property from harm.

Note that while building codes may allow for modified design requirements for temporary structures, this does not mean they are exempt from safety standards. For example, the 2024 International Building Code (IBC) allows modified environmental design loads for certain temporary structures used by the public when specific conditions are met. A structure may not need to be designed for snow or ice loads if those conditions are not expected during the approved event period, for instance.

However, these allowances do not eliminate the need for careful planning. Conditions like weather can quickly change, and it is vital that event organizers implement a clear safety plan with ongoing monitoring, assigned responsibilities and defined response procedures to reduce the likelihood of incidents.

Permits, Engineering and Inspections: Establishing Safety Before Opening

Before the public arrives, event organizers must confirm that temporary structures have been properly engineered, permitted and inspected in accordance with local requirements.

Temporary structures larger than 120 square feet generally require a permit. However, states and local jurisdictions may adopt different code editions, provisions or impose additional rules, so it is important that organizers confirm the local process with the Authority Having Jurisdiction (AHJ) early enough to resolve questions before materials and crews reach the site.

Permitting and Engineering Requirements

Permit documents should identify what is being installed, where it will stand and how it will be used. Depending on the structure and jurisdiction, the submission may need stamped engineering drawings, foundation or ballast details, occupant-load information, egress and accessibility provisions, fire-protection information and operating limits. Site-specific solutions should reflect occupancy, ground conditions and the approved limits.

When installing temporary structures, ANSI E1.21-2024,  an American National Standard that establishes minimum design, manufacturing, use and maintenance requirements, should be referenced to ensure structural reliability and safety. However, its scope doesn't cover every tent or portable event element. A qualified engineer and the AHJ should identify which codes, standards and documents apply rather than treating one standard as a universal checklist.

It is also critical that event organizers select qualified parties to design, install and inspect temporary structures under the applicable provisions.

Inspection Protocols for Temporary Tents and Modular Structures

Inspection at every phase of the lifecycle of a temporary structure can help protect occupants and mitigate losses. This process begins with assessing components arriving on site, carries through installation and acceptance, and should continue while the structure is occupied. If a component has been installed incorrectly or has degraded by exposure, a qualified professional should document corrective actions and confirm whether a component can enter or return to service.

Their records should make four points clear: what was inspected, when it was inspected, who performed the work and what happened next. This will help to establish accountability and support informed decisions about the structure’s safe use.

The Importance of Contractor Coordination and Defined Accountability

Temporary event structures can involve multiple stakeholders, from the organizer to installation crews and electrical subcontractors. As a result, risks arising at different stages and across different parties can create uncertainty about responsibilities and complicate claims if something goes wrong.

Clearly defining accountability with written responsibilities can help to close this gap. Written responsibilities should cover installation, occupancy, inspection, severe-condition response, repair and removal. The teams should be able to answer:

• Who confirms that each structure matches the approved engineering documents?

• Who owns the inspection schedule after acceptance?

• Who can restrict occupancy or order an evacuation?

• Do the organizer, venue and contractors recognize the same authority?

Event contracts should also address applicable insurance provisions, indemnification, additional insured status, certificates of insurance and record retention. A trusted insurance broker like Alliant can help to evaluate whether the requirements align with available coverage and recommend revisions to close gaps.

Key Considerations for Weather Monitoring

Weather conditions can quickly change, introducing new risks that can prevent an event from taking place as expected. For temporary structures, unexpected conditions like heavy winds and rain can impact structural integrity, making it imperative that event organizers assign qualified parties to complete ongoing monitoring. This will allow hazards to be identified early enough that event organizers can make adjustments as needed.

For wind, the IBC provisions consider forecast conditions as well as current on-site readings. That distinction prevents teams from waiting for an anemometer to record the design limit when a reliable forecast already indicates that it may be exceeded during occupancy. Snow and ice controls may require checking surfaces where accumulation can occur, removing excess loads before occupancy or vacating if an applicable design limit is exceeded.

A functioning risk management plan names the approved source of forecast information, the person monitoring it, the alert recipients, the action threshold and the person authorized to act. It should also account for the time required to restrict occupancy, evacuate or reconfigure a structure.

Note that wind, snow and ice aren't the only hazards. Event-specific plans may also need criteria for lightning, extreme heat or severe-storm alerts. Each condition should connect to a defined protective action rather than a general instruction to “monitor conditions.”

Questions to Ask Before a Tent or Other Temporary Installation Goes Up

Use these questions as a pre-installation readiness review:

• Do we have current, stamped engineering documentation for every applicable structure, including grandstands, platforms and rigging?

• When required, has the operations management plan been submitted with the permit documents and approved by the building official?

• What wind, snow and other load thresholds apply to each structure, and who can order an evacuation?

• Who monitors forecasts and site conditions before and during occupancy, and how are alerts communicated to the authorized decision-maker?

• Is the inspection schedule documented, assigned and retained with the event records?

• Have certificates of insurance, additional insured endorsements and indemnification provisions been collected and reviewed for each contractor?

• Does the site plan address applicable accessibility, means of egress and fire-code provisions?

• Who is responsible for risk controls, inspections and oversight during dismantling and removal?

Answering these questions will help to strengthen accountability and preparedness.

Aligning Temporary Installation Controls with Risk Management and Insurance

A sound event risk management plan must include a comprehensive insurance program that addresses the exposures introduced by temporary structures and event operations overall. Coverage should account for potential risks tailored to the specific event, including injuries, property damage, construction or installation errors, and event cancellations or delays.

Insurance should complement safety controls to create a complete risk management ecosystem. When operational controls and insurance protections work together, organizers are better positioned to prevent losses and respond effectively if an incident occurs. At Alliant, our specialists can help design insurance and safety programs that address unique exposures and support a safer, more successful event.

Connect with an Alliant specialist to align temporary structure safety, contractor requirements and insurance coverage for your next event.