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Air Quality Notifications Checklist for Outdoor Events

June 18, 2026 · The Clime Team
Air Quality Notifications Checklist for Outdoor Events

Organizing outdoor events requires careful planning, especially when it comes to air quality. Poor air quality can pose significant health risks, particularly to sensitive groups such as children, the elderly, and individuals with respiratory conditions. By proactively monitoring and responding to air quality conditions, event organizers can ensure the safety and well-being of all participants.

Understanding the Air Quality Index (AQI)

The AQI is a standardized system used to communicate the quality of air and its potential health impacts. It categorizes air quality into several levels:

  • 0–50 (Good): Air quality is satisfactory, and air pollution poses little or no risk.
  • 51–100 (Moderate): Air quality is acceptable; however, there may be a moderate health concern for a very small number of people sensitive to air pollution.
  • 101–150 (Unhealthy for Sensitive Groups): Sensitive individuals may experience health effects; the general public is less likely to be affected.
  • 151–200 (Unhealthy): Everyone may begin to experience health effects; sensitive groups may experience more serious effects.
  • 201 and above (Very Unhealthy/Hazardous): Health alert; everyone may experience more serious health effects.

It's crucial to monitor the AQI regularly, especially as your event approaches, to make informed decisions about proceeding with outdoor activities.

Pre-Event Planning Checklist

  1. Monitor Air Quality Forecasts: Regularly check AQI forecasts for your event location leading up to the event. Utilize resources like AirNow.gov for real-time data.

  2. Establish AQI Thresholds: Determine specific AQI levels at which you'll modify or cancel event activities. For instance:

  • AQI 101–150: Consider reducing the duration of outdoor activities and providing shaded rest areas.
  • AQI 151–200: Move activities indoors or cancel them.
  • AQI 201 and above: Cancel outdoor events.

  1. Develop a Communication Plan: Create a system to inform attendees about air quality conditions and any changes to the event schedule. This may include email updates, social media posts, or on-site signage.

  2. Prepare for Sensitive Groups: Identify attendees who may be more susceptible to poor air quality, such as children, older adults, and individuals with respiratory conditions. Plan accommodations to protect their health.

Day-of-Event Checklist

  1. Check Real-Time AQI: On the day of the event, verify the current AQI and compare it to your established thresholds.

  2. Implement Protective Measures: If the AQI is in the moderate range (51–100), consider:

  • Providing shaded rest areas.
  • Offering bottled water to keep attendees hydrated.
  • Encouraging sensitive individuals to limit prolonged outdoor exertion.

  1. Monitor Attendees: Keep an eye out for signs of discomfort among attendees, such as coughing, shortness of breath, or eye irritation.

  2. Stay Updated: Continuously monitor AQI updates throughout the event and be prepared to adjust plans as necessary.

Post-Event Review

After the event, assess how air quality conditions were managed and gather feedback from attendees. This evaluation can inform future event planning and help refine your air quality response strategies.

By following this checklist, event organizers can proactively address air quality concerns, ensuring a safer and more enjoyable experience for all participants.

(epa.gov)

Frequently Asked Questions