How to Write a Show Stop Procedure for Outdoor Events (Especially When There’s No PA System)
Most event professionals know they need a risk management plan.
But when it comes to writing a show stop procedure (especially for outdoor events like street festivals or roving installations) many skip it altogether.
That’s a problem. Because in a parkland or public space, without a central PA system or clear lines of sight, stopping the event safely takes more than a group chat and a few crossed fingers.
Here’s how to write a show stop procedure that actually works in the real world.
What Is a Show Stop Procedure?
A show stop procedure is a pre-planned, step-by-step response to pause or shut down an event when a serious safety risk arises.
It’s not about dramatic panic buttons. It’s about clear communication and fast action when something goes wrong, like:
Sudden severe weather (lightning, high winds, heavy rain)
Fire emergency
Aggressive behaviour or unsafe crowd conditions
Safety threats in public areas
When Do You Need One?
If your event includes open-air spaces, streets, roving performers, or installations spread across a wide area, you need a show stop plan.
Especially if:
You don’t have a central PA or sound system
Your team is spread out across multiple zones
Your audience will need help knowing where to go and what to do
In other words, most outdoor events should have one.
How to Write a Show Stop Procedure (Step-by-Step)
Here’s a real-world framework you can adapt to your event:
1. Identify Your Show Stop Triggers
Define the scenarios that would require a full or partial event stop. These might include:
Lightning within 10km
Fire alert or visible smoke
Crowd disturbance or safety breach
Structural or technical failure
2. Assign Roles
List who is responsible for what in a show stop:
Event Manager: Makes the call to stop the event
Area Wardens: Manage communication and crowd control within their zones
Support Volunteers: Help guide the public and back up wardens
Performers & Artists: Stop activity and follow directions
Tech Teams: Secure equipment if safe
3. Create a Communication Method
Without a PA, you’ll need:
Mobile phones or radios for core staff
Pre-assigned runners to deliver messages on foot
A simple code phrase to trigger action (e.g. “Show Stop – Zone A – due to lightning”)
Make sure everyone understands the phrase and knows to repeat it back for confirmation.
4. Plan Public Messaging
Pre-script what your team will say to the public. Keep it short and calm:
“Hi there – we’re pausing the event for safety reasons. Please make your way calmly to [shelter/exit]. Thanks for your cooperation.”
5. Include Restart or Cancellation Protocols
Decide who decides when to resume or cancel. Make sure this is communicated across all teams and zones.
6. Debrief After the Incident
Have your wardens report back after any show stop or near-miss. Log what worked, what didn’t, and what needs updating.
Tips for Outdoor Events Without a PA System
Keep all instructions short, repeatable, and easy to deliver person-to-person.
Use lanyard cards or printed quick guides for Area Wardens.
Assign a communication runner to each zone just in case digital comms fail.
Make your plan event-specific, not generic.
The Most Important Thing? Don’t Wing It
There’s no one-size-fits-all method for writing a show stop procedure.
The best plan is one that’s tailored to your event site, team, and audience, and actually gets used.
Whether it’s a short checklist or part of a full safety manual, make sure your team knows the plan before the day begins.
Because when things go wrong (and sometimes, they do), the last thing you want is to figure it out on the fly.
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Meet Your Mentor
Hey! I’m Rachella — founder of Event Kit and an Event Consultant with 25+ years of experience running world-class festivals and public events. I created Event Kit because I knew there had to be a smarter, less overwhelming way to plan pro-level events.
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