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Event staff & weather · TRUST & SAFETY

Keeping event staff safe in heat, haze and rain

Short answer

Before any outdoor event or shoot, check BMKG early warnings and the ISPU air-quality index, and plan drinking water, shade, scheduled breaks, the 119 emergency number and an indoor fallback. Put in the contract when the event is rescheduled or cancelled for weather, haze or floods, and what fee is still paid. BMKG expects the 2026/2027 rainy season to start later than normal across most of Indonesia, with some areas starting in November 2026, beginning in northern Sumatra.

CariTalent editorial team · Sources checked · For: Brands, event organisers and event talent · General guidance, not legal advice

Which official sources should you check before an event?

  • BMKG short-term warnings for the next 0–6 hours by province, including heavy rain, lightning and strong wind.
  • BMKG three-day extreme-weather outlook, graded Waspada, Siaga and Awas.
  • ISPU from the Ministry of Environment for air quality: Good (0–50), Moderate (51–100), Unhealthy (101–200), Very Unhealthy (201–300) and Hazardous (above 300).
  • The official infoBMKG app on the field coordinator’s phone, and BNPB’s InaRisk hazard maps to check a location before choosing a venue.
  • For cross-border haze, follow alerts from the ASEAN Specialised Meteorological Centre (ASMC).

How do you protect event staff from heat?

Outdoor event staff are among the people most at risk in heat. Indonesia’s health ministry advises sipping water regularly without waiting to feel thirsty, avoiding direct midday sun, wearing a hat or using an umbrella, and resting. Permenaker 5/2018 on workplace environment safety requires heat-stress controls such as providing drinking water and limiting exposure time; it is written for workplaces, but its principles are sound practice for outdoor events.

  • Provide free drinking water and shade or a cooled room for breaks.
  • Schedule breaks and rotations, especially for promoters, ushers and models standing for long periods in the sun.
  • Choose light, breathable uniforms; allow hats, umbrellas or layers outdoors.
  • Name one person who holds the emergency contact list and the nearest health facility.
Important

Heat stroke is a medical emergency. Signs listed by the health ministry include very high body temperature, hot, red, dry skin, a throbbing headache, confusion, nausea, a fast pulse, fainting or seizures. Call 119, move the person into shade, loosen clothing and cool them with water while help arrives.

When should an event move indoors or be postponed because of haze?

The ISPU site advises sensitive groups to cut activity at Unhealthy, to avoid all outdoor activity at Very Unhealthy, and everyone to avoid outdoor activity at Hazardous. The health ministry recommends masks when air quality worsens, including respirators such as N95, and limiting time outdoors. Vulnerable groups include pregnant women, older people and people with asthma or lung disease.

  • Agree a threshold in the contract, for example moving indoors or postponing if ISPU reaches Unhealthy at the venue.
  • Provide respirator masks for staff who stay outdoors.
  • Ask whether any staff are pregnant or have asthma, and assign indoor duties without cutting their fee.

What should you do in heavy rain, lightning or floods?

  • Stop work on open stages, towers or high ground during lightning warnings.
  • Never ask talent to drive through flooded roads or travel in poor visibility; provide transport or move the schedule.
  • Prepare an indoor plan and set a decision time, such as the afternoon before, so talent do not travel for nothing.
  • For events ending late at night, arrange safe transport home, especially in rain.

What should the contract say about weather?

CariTalent’s event-talent contract template now includes these weather, haze, flood and safety clauses.

  1. Step 1: Triggers for postponing

    Name the sources used (BMKG warnings, ISPU category, flooding on the route) and who decides.

  2. Step 2: Decision time

    Set a deadline for notice before talent travel.

  3. Step 3: Fees if cancelled or rescheduled

    State the share of the fee still paid for time already booked or worked, and reimbursement of travel costs already spent.

  4. Step 4: Safety obligations

    Drinking water, shade, breaks, masks in haze, a medical contact, and the talent’s right to stop unsafe work without penalty.

What is different at large and international events?

Large events involve many staff over long days. For MotoGP Mandalika on 9–11 October 2026, the organiser reported 1,346 local workers from NTB, including marshals trained in work safety and firefighting. The same principles apply to concerts, expos and festivals.

  • Clear accreditation and ID for every staff member, plus explained entry and evacuation routes.
  • Shifts with handovers, rest areas away from crowds and scheduled meals.
  • Briefings in a language staff understand; provide language support for international guests.
  • Transport and, where needed, accommodation for staff from out of town.
  • Crowd permits: PP 60/2017 requires a police permit for public gatherings, applied for at least 14 working days ahead for local events, 21 for national and 30 for international.

What are freelance talent’s rights, and what about BPJS and the new law?

Freelance talent may refuse unsafe conditions and should ask for written weather terms before accepting outdoor work. Self-employed workers can join BPJS Ketenagakerjaan as non-wage-earner (BPU) members for work-accident, death and old-age savings cover; the example contribution on the BPJS site is Rp36,800 a month.

The DPR approved the Labour Protection Bill on 6 October 2026. As of 14 October 2026 the law has no number and its official text has not been published. The labour ministry says it unifies the rules of Law 13/2003 and the Job Creation Law and protects flexible work. Specific provisions for freelancers, event staff and live hosts cannot yet be confirmed; we will update this guide once the official text is out.

Frequently asked questions

Must an event be cancelled during haze?

Not always. Use the ISPU category at the venue: at Unhealthy, cut strenuous outdoor activity; at Very Unhealthy, sensitive groups avoid outdoors; at Hazardous, everyone avoids outdoors. Agree in the contract when you move indoors or postpone.

Who pays if an event is cancelled for weather?

The contract decides. A fair principle: work already done is paid, booked time gets the agreed compensation and travel costs already spent are reimbursed. Set a decision time so talent do not travel for nothing.

How long should outdoor staff rest?

There is no single figure for every event. Permenaker 5/2018 sets heat-stress limits by workload and the share of each hour spent working. For events, schedule shaded breaks, rotate heavy tasks and lengthen breaks in hotter weather.

What is ISPU?

ISPU is Indonesia’s official air-quality index from the Ministry of Environment, with five categories from Good to Hazardous. Check it at ispu.kemenlh.go.id.

Can freelance talent join BPJS Ketenagakerjaan?

Yes, as a non-wage-earner (BPU) member for work-accident, death and old-age savings cover. Register with your NIK and email through the BPU portal, the JMO app, a branch office or a BPJS partner.

Does the new labour law apply to freelancers?

Not yet clear. As of 14 October 2026 the official text has not been published or numbered. Media report it takes effect one year after promulgation. Watch for updates on KarirAman and in this guide.

Official sources we checked

Rules and platform policies change. Check these sources before deciding, and ask a lawyer to review high-value deals. We review this guide each rainy and dry season, and once the official text of the Labour Protection Law is published.

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