The New Reality of Wildfire Smoke at Festivals
In an era of intensifying wildfires, festival producers worldwide are facing a new challenge: poor air quality from wildfire smoke. Open-air events that once only worried about rain or heat now must monitor hazy skies and smoke forecasts. From California to British Columbia, and from Australia to Europe, smoky conditions have disrupted summer festivals and outdoor concerts. For instance, British Columbia’s renowned Shambhala Music Festival had to end a day early in 2017 under an evacuation alert due to a nearby wildfire (www.cbc.ca). Even when flames are far away, their smoke can drift hundreds of miles, turning clear festival skies into an orange haze and forcing difficult decisions.
Wildfire smoke isn’t just a visual nuisance—it poses serious health risks. Airborne particles (especially fine particulate matter like PM2.5) can irritate lungs, trigger asthma, and cause headaches or worse. In extreme cases, air quality indices (AQI) have soared above 300 (“Hazardous” levels) during severe fire seasons (www.deseret.com). At these levels, being outdoors without protection is dangerous for everyone. Festival organizers must plan ahead for such scenarios to ensure attendee safety and the show’s continuity. This means developing a robust Air-Quality Action Plan as part of the festival’s emergency preparedness.
Below, we detail practical steps and insights—honed from real festival experiences—to help producers navigate wildfire smoke conditions. From monitoring air quality and stocking up on masks, to adjusting programming on the fly and keeping your community informed, these strategies will help you respond effectively when air pollution spikes at your event.
Monitoring AQI and Setting Action Thresholds
A cornerstone of any air-quality action plan is vigilant monitoring of the Air Quality Index (AQI). The AQI is a standardized scale (used in many countries) that translates pollutant concentrations into values ranging from 0 (good air) to 500+ (hazardous). For example, an AQI of 151–200 is considered “Unhealthy,” 201–300 “Very Unhealthy,” and anything above 300 “Hazardous.” Many national agencies (like the U.S. EPA’s AirNow or Environment Canada) issue real-time AQI updates and forecasts.
Set clear AQI thresholds for your festival’s response levels. Determine in advance what you’ll do as conditions worsen. For instance:
- If AQI exceeds 100 (unhealthy for sensitive groups): Alert staff and at-risk attendees (those with asthma, children, elderly) that air quality is declining. Begin making N95 masks available at first-aid stations or info booths.
- If AQI exceeds 150 (unhealthy for everyone): Activate mask distribution for all who want them, and consider modifying programming (e.g. postpone high-exertion activities). Announce health advisories to the crowd about limiting physical activity and hydrating.
- If AQI exceeds 200 (very unhealthy): Be ready to pause or cancel especially strenuous performances, and evaluate whether portions of the festival should be delayed until air improves. At this stage, even healthy adults are at risk from prolonged exposure. Coordinate with local health officials on whether continuing is safe.
- If AQI goes beyond 300 (hazardous): Strongly consider halting the event temporarily or shutting down for the day, as conditions are acutely dangerous. Safety must trump the schedule when pollution is this severe.
Monitoring should be continuous. Assign a team member or safety officer to track air quality in real time throughout each festival day. Many festivals now treat severe smoke like they would a thunderstorm – as a dynamic weather hazard requiring constant observation (calgary.ctvnews.ca). This dedicated monitoring person can use multiple tools: official government AQI reports, on-site particulate sensors, and weather models that predict smoke movement. Some events even hire a meteorologist or subscribe to specialized weather services (calgary.ctvnews.ca) to get expert forecasts on smoke and wind conditions. During the Calgary Folk Music Festival in Canada, for example, organizers engaged a meteorologist and used several air-quality apps to anticipate changes, treating wildfire smoke “the same as the way we look at extreme weather” (calgary.ctvnews.ca).
It’s wise to establish connections with local environmental agencies or air quality experts before the event. They can provide guidance if regional fires flare up. In 2015, when Pemberton Music Festival (in British Columbia) faced heavy smoke blowing in from two wildfires, festival organizers coordinated daily with wildfire management officials, health authorities, and emergency managers (www.timescolonist.com). This collaboration helped them make informed decisions and ultimately proceed with the festival safely. The lesson: don’t monitor in isolation—use expert input.
Also, be aware of any local regulations or guidelines on air quality. Some regions have policies for outdoor events or sports. For instance, in parts of Canada, outdoor sports are stopped once the air-quality health index reaches a high-risk level (roughly equivalent to AQI 150). Similarly, some marathon races or youth sport leagues will cancel or reschedule events on smoky days. Know these benchmarks and be prepared to follow suit for your festival if similar thresholds are crossed.
Stockpiling Masks and Respirators
Quality masks or respirators are vital to have on hand when smoke descends. While most festival-goers might not think to pack an N95 mask alongside their sunglasses and sunscreen, providing or selling them on-site can be a literal lifesaver in poor air conditions. As part of your planning, stock up on protective masks — ideally N95, KN95, or equivalent particulate respirators that filter out fine smoke particles. Standard surgical masks or cloth bandanas won’t effectively protect lungs from wildfire smoke.
Calculate how many masks you might need. At minimum, ensure enough for all staff, crew, and volunteers, who may need to work long hours in the haze. Many events also keep an extra reserve for attendees, especially those who show symptoms or request protection. For example, during a pro golf tournament in smoke-filled Calgary, organizers “procured masks for players and volunteers who have requested them,” ensuring those working or competing could breathe safer (globalnews.ca). Festival teams can take a similar approach: have masks ready for any performer or crew member who needs one, and make a public announcement that attendees can pick up a mask at designated stations if they’re feeling the effects of smoke.
It’s important to store masks properly (in a dry, cool place) and have sizes appropriate for various faces. Remember that individuals with respiratory conditions might carry their own specialized respirators. As an organizer, accommodating them – perhaps by offering a refill station for inhalers or a mobile nebulizer at medical tents – can go a long way.
Communicate about masks early if forecasts predict smoke. Let ticket-holders know in pre-event emails or via your event app that you’ll have N95 masks available or that they’re encouraged to bring their own. This not only helps people come prepared, but also signals that you take air quality seriously. During the event, if conditions worsen, proactively distribute masks to frontline staff (security, stage crew, food vendors – anyone stuck outside for extended periods) and consider handing them out to attendees entering the grounds once AQI hits unhealthy ranges. Festivals in wildfire-prone regions like California and Australia have started including masks in their emergency kits, much as rain ponchos or heat-relief supplies are standard in other places.
While masks can greatly reduce inhalation of harmful particles, they are only part of the solution. They work best in combination with the other measures below, like altering activities and providing clean-air breaks. But simply seeing event staff in masks sends a strong visual cue to attendees that it’s time to put theirs on too and take the conditions seriously.
Adjusting Programming When Air Quality Spikes
When wildfire smoke pushes air quality into the unhealthy zone, schedule agility becomes crucial. Festivals often involve intense physical activity – dancing, walking long distances between stages, perhaps even sports or yoga sessions – which can be risky under polluted skies. High exertion means deeper, faster breathing, drawing more particles into the lungs. As a seasoned festival organizer, you must be ready to dial down strenuous programming to safeguard attendees.
Modify high-exertion activities: Review your lineup and identify which events or performances encourage lots of physical activity. If AQI levels rise above your comfort threshold (say 150), consider postponing or cancelling those specific sessions. For instance, a planned afternoon dance workshop or a fitness class could be moved to an indoor tent or rescheduled for when air improves. If your festival includes sporting events or races, be even more cautious – many athletic events have clear rules to cancel if air quality is poor. In practice, some outdoor competitions have been halted mid-way once AQI deteriorated beyond safe levels. Use similar guidelines for festival activities: it’s better to call off a high-intensity group dance or marathon jam session than to risk attendees collapsing from smoke inhalation.
Even for regular music performances, you might need to adjust. Long sets on outdoor stages could be shortened when smoke is thick, to reduce exposure time for both the audience and artists. If there are multiple stages, you might consolidate acts to one stage (so people aren’t moving around too much in bad air) or temporarily close the most exposed stage (e.g., one at higher elevation or closer to the smoke source) and direct people to another area. Communicate these changes immediately and clearly (more on communication in a later section), so attendees know it’s a safety-based decision. They may be disappointed to have a 90-minute set cut to 45, but if you explain it’s due to air quality concerns, most will understand.
Encourage rest and breaks: When AQI is poor, advise your crowd to take it easy. Use your MCs, video screens, and festival app to post “rest advisories.” Essentially, give people “permission” to chill out: “Due to the heat and smoke, we recommend taking frequent rest breaks – grab some water, find shade or an indoor space, and avoid over-exertion right now.” Attendees often try to power through a festival, but it’s important they hear that slowing down is in their best interest. Consider setting up extra chill-out zones or sheltered areas during smoky conditions. A cooling tent or indoor hall (if available nearby) can double as a clean-air refuge where you place air purifiers or even just fans with filters. Some festivals have emergency medical trailers or production offices that, while not open to the public normally, could be repurposed to help anyone in distress from the smoke – again, if so, direct people there.
Hydration is also key. Smoke inhalation can dehydrate and irritate the throat. Ensure all water stations are well-stocked and maybe add more water distribution points when air quality dips. Remind everyone to drink water frequently (even more than usual for a hot day). By coupling these advisories with tangible assistance (like water and shelter), you help attendees cope with the conditions instead of just warning them.
Programming creativity: In some cases, you might fill in a suddenly cancelled high-energy act with a lower-energy alternative. For example, if you cancel an outdoor sports demo or a particularly vigorous DJ set at peak smoke time, perhaps you can schedule an acoustic set in a tent, a film screening, or a Q&A panel that was originally slated for later. These calmer activities keep people entertained without physical strain. At one festival in a smoke-affected area, organizers pivoted by adding an impromptu acoustic jam session in a beer hall when outdoor conditions worsened – giving festival-goers a fun respite indoors. Flexibility and a bit of creativity can turn a disappointing schedule change into a unique experience that attendees will remember (and appreciate, given the circumstances).
Lastly, always keep an eye on the forecasts. Smoke conditions can improve or deteriorate within hours. In many regions, wildfire smoke ebbs and flows unpredictably – a wind shift might clear the venue, or conversely bring in a sudden haze cloud. Be prepared to reinstate activities if air quality returns to acceptable levels after a spike. Conversely, if a day that was supposed to be fine turns ugly, have a backup plan ready to roll out. This nimbleness in programming is a hallmark of resilient festival management in the age of climate uncertainty.
Briefing Artists and Adjusting Performances
Your artists and performers are key partners in managing a smoke event. They should be looped into contingency plans early and kept informed as conditions evolve. Ideally, brief performers in advance (during booking or coordination calls) that the festival has an air-quality action plan. Let them know there’s a possibility of schedule shifts or set adjustments if wildfire smoke becomes an issue. By setting this expectation, you avoid blindsiding any acts on the day of show.
When smoke does hit, quickly arrange a meeting or call with all stage managers, who can then speak to artists about specific changes. Altered set times are a common tactic: you might delay a performance until later in the day if forecasts show improvement, or swap set times between two acts (perhaps a high-energy act moves to a time when air is clearer, and a mellower act takes the smoky slot). Artists tend to understand that everyone’s health and safety is at stake. In 2023, for example, the bands Noel Gallagher’s High Flying Birds and Garbage agreed to cancel an outdoor concert in Wisconsin when AQI levels spiked into dangerous territory (www.forbes.com). They publicly supported the decision, putting fan well-being first. While cancellation is a last resort, it’s reassuring when artists are on the same page about safety over showmanship.
Sometimes, modifications can be less drastic than cancellation. Adjusting acoustics or stage setups might help if you move a show. For instance, relocating an act from an outdoor stage to an indoor or semi-enclosed venue will change sound dynamics; communicate with artists about what to expect in terms of acoustics, monitor mixes, or reduced production elements. A singer might do a scaled-down set if the full sound system can’t be replicated indoors, or a DJ might switch to a “silent disco” format with headphones if speakers outside are discouraged due to air quality alerts (this also reduces how far people have to spread out in open air). These are creative solutions that require artist buy-in. Most performers will be flexible if it means the show can go on in a safer way.
Don’t forget the health of the artists themselves. Singing or performing aerobically (imagine high-choreography dance routines) in smoky air is physically taxing. Check if any performers have respiratory issues; they may need extra support or might ask to adjust their act. Provide backstage areas with air purifiers if possible, and have throat lozenges, water, and even oxygen canisters on hand. (Some touring artists travel with their own nebulizers or portable oxygen when playing high-altitude festivals – those can double as smoke relief in a pinch.) If you shorten their sets for safety, make sure they know it’s not about cutting their time arbitrarily but about minimizing exposure. Many artists will even thank you for looking out for them.
Ultimately, treating artists as allies in the response plan yields the best outcome. Brief them, listen to their concerns, and come to mutual agreements on how to handle schedule tweaks. When they feel included and safe, they can also help communicate to the audience. An artist, while on stage, might say a few words like, “We’re going to keep this short because we care about you guys breathing okay,” which reinforces the festival’s messaging and transparency. Such gestures strengthen the trust between the event, the fans, and the performers.
Transparent Communication with Attendees and Community
In any emergency scenario, communication can make or break public trust – and wildfire smoke is no exception. Be proactive, clear, and transparent with your festival community about air-quality issues and the actions you’re taking. It’s far better for attendees to hear directly from festival organizers about why a show is delayed or why everyone’s suddenly wearing masks, than to let rumors fill the void.
Start with pre-event communication: if the weather forecast days ahead shows a risk of smoke (say, nearby wildfires are active), send out a notice to ticket holders. Explain that you are monitoring the situation closely and preparing measures like masks, water, schedule adjustments if needed. This primes people to expect possible changes and reassures them that you have a plan.
During the event, use all channels to keep people informed. This includes stage PA announcements, push notifications on your event app, text alerts, social media updates, and on-site digital signage. When air quality hits a concerning level, make an announcement explaining the current AQI, what it means, and what steps you are implementing (“We’ve just been informed the AQI is now 170, which is considered unhealthy. We are distributing free N95 masks at the info tents — please grab one and limit your activity. Our team is adjusting the schedule to ensure everyone’s safety.”). The tone should be factual yet reassuring: you acknowledge the seriousness but emphasize that measures are in place.
Crucially, explain the reasons behind any tough decisions like pausing a set or canceling a program. Attendees are much more likely to accept a change when they understand it’s for safety, rather than suspecting mismanagement. If rumors start swirling about cancellation due to smoke, address them head-on. Quick, clear assurances – backed by input from local officials – can quell panic among ticket-holders. The lesson is to get ahead of the narrative: if you’re considering a major change (like closing early or pushing an act to the next day), tell people as soon as that decision is made. Include the key facts (e.g., “local health officials advised us AQI is at hazardous levels, so for everyone’s safety we are evacuating the venue until tomorrow morning when conditions are expected to improve”). Being honest and swift in communication can prevent frustration and panic.
Also, don’t neglect your wider community – that includes local residents, vendors, sponsors, and the media. If your festival spans multiple days and suddenly there’s a smoke incident, let the town or venue neighbors know what’s happening, especially if any schedule changes might affect them (like traffic on a different day, noise at unusual hours due to re-timed performances, etc.). Issue updates to local news outlets if appropriate; a short press statement about how you’re handling the situation demonstrates professionalism and concern. Community members will appreciate that you’re not just focused on the party, but also on public health.
Transparency builds trust. When people see that festival organizers are putting health first and are willing to adapt transparently, it creates goodwill for the event brand. On the Ticket Fairy Promoter Blog, industry veterans have noted that forthright communication in crises can actually increase loyalty among attendees – they know the organizers have their back. Conversely, trying to downplay smoke issues or proceeding “as if nothing is wrong” can backfire if people start feeling unwell or think the organizers are ignoring their safety.
Finally, consider a post-event follow-up that closes the loop. If you had a significant smoke episode, send attendees a thank-you note for their cooperation and perhaps share some insights (“Saturday afternoon was challenging with the air quality, but thanks to everyone’s understanding, we distributed 5,000 masks and took an hour break, after which the skies cleared and we safely resumed programming.”). This recap not only shows you care, it also reinforces the safety measures for future events – people will remember that you handled it well, and it becomes a learning experience for all.
Key Takeaways
- Have an Air Quality Action Plan: Prepare for wildfire smoke just like any other emergency. Set AQI thresholds that trigger specific responses (advisories, mask distribution, postponements, or cancellations).
- Monitor Air Quality Continuously: Designate a team member to track AQI and forecasts in real time. Use official sources and experts – don’t rely on guesswork when health is on the line (calgary.ctvnews.ca).
- Stock Protective Masks: Keep a supply of N95/KN95 masks for staff, artists, and attendees. Distribute them proactively when air quality is poor, and encourage their use to protect everyone’s lungs (globalnews.ca).
- Adjust Activities and Schedule: Be ready to cancel or modify strenuous outdoor activities when smoke levels rise. Encourage attendees to rest, hydrate, and avoid heavy exertion during bad air periods.
- Work with Performers on Changes: Communicate with artists about possible set changes or relocations due to air quality. Most will cooperate for safety’s sake, especially if kept informed and provided support (like shorter sets or indoor alternatives).
- Communicate Openly and Early: Keep your audience and community in the loop. Announce air-quality issues and your decisions transparently – it builds trust and helps everyone respond calmly to necessary changes.
- Learn and Improve: After facing a smoke-affected event, review what worked and what didn’t. Update your plans for next time, because as climate trends suggest, this “smoky festival” scenario may recur. Being prepared is now part of running a successful summer festival.
27th September 2025