Event Preparedness – If You Plan Ahead, When the Unthinkable Happens, it Becomes Manageable

Last year, I attended an event put on by BizBash (www.bizbash.com) on Emergency Preparedness For Events.  I am not sure who compiled this list, but I wanted to share it with you especially since holiday parties are just around the corner.

Planning is key and without it a small disaster could turn into a massive one.  Please share with your colleagues in the events industry.

1. Think communication. All signage is clear to all attendees. Deploy digital signage may save you money and you will be able to have the appropriate images ready to go if there is an emergency

2. Create an emergency preparedness plan and have contingency checklists for your site visits and planning process.

3. Make sure your staff has radios and consider separate channels for security and emergency medical services.

4. Always check venue exit plans usually located around the venue and in your sleeping rooms.

5. Instruct your attendees to do the same. It is too late when a crises strikes. Most people will exit from the door they enter from.

6. During your house keeping announcements, consider having a slide of meeting room exit plan.

7. Know where all the fire exits doors are and confirm they are open, unlocked and clear of obstruction. For double doors, check both doors.

8. Know where fire extinguishers and fire pull alarms are. Check to see if the fire extinguishers are charged.

9. Have AEDs (Automated External Defibrillators) or know where they and how to get one from the venue. Consider having a few staff members trained in using them. There are 4 hour courses available. Check the web for classes.

10. Check isles for obstructions such as cables, signs and computer bags.

11. Made sure all wires are tapped down securely on the stage and floors, especially if cables need to cross a door way.

12. Check all flooring for pits and fissures that are small enough to catch a heel or other types of shoes.

13. Make sure the stage has no gaps, stairs are securing attached to the stage and mark the stairs with a bright tape on the edges. I also mark the stairs location on the stage with tape so someone exiting off the stage can find the stairs easily.

14. If you have people entering the stage from behind, make sure your production company has an assistant stage manager helping people on and off the stage.

15. Consider if you should hire a company that provides Emergency Medical Services. I am not endorsing this company since I have never used them (I met them at the event last night). They provide this type of service as well as CPR training. www.OnCdalmedic.net or call Sylvia Wildfire, EMT, Owner at (805) 807-2517. Remember, I am not endorsing them since I have no previous experience with them. But they seem like a good organization.

16. If you are having dignitaries or rock stars, you should coordinate with the local police agency.

17. Think about lighting especially for outdoor events after dark. I know, this seems so obvious, but read the next bullet.

18. Look for obvious and not so obvious issues. We did an event at a private residence on their tennis court. There was a narrow path down a hill which every guest had to walk down and back up. I notice puddles of water with alga. Not only was the event coordinator not aware of the potential safety hazard, she did not even care about it when I pointed it out. They also did not think about lighting on this path when 200 guests would have to ascend it to get their cars. We took care of both.

19. Make sure all decor items, linens, and draping are fire proof or have retardant. If you are renting the materials, check to make sure their certificates are current.

20. In a post 9/11 world, mass gatherings have become highly desirable terrorist target according to the police. Collaborate with law enforcement, especially if the media will be present.

21. Law enforcement is very concerned about a random shooter or a pedestrian with a home make explosive device. Have a plan and training for event personnel to look for suspicious packages and to whom they should report it to.

22. Identify staff member who are trained in first aid and CPR. Know how to get in communication with them quickly.

23. Most venues have emergency lighting, but you might want to have flash lights on hand and you might want to recommend to your guests to bring a flashlight and keep it by their bedside.

24. Self evacuation is a big problem and usually does not work. Assign team members or hired staff to direct the attendees with predefined gathering areas. Check with the venue or the Fire Marshal where these gathering areas should be.

25. You may want to prepare written instructions telling your attendees where to go if a disaster occurs. Write these up and give it to your announcer or VOG so the audience can be instructed where to go and remain calm.

Event Emergency Supply Check List – PARTIAL. Think About Your Unique Situations!

1. Cash – ATM might not be working

2. Emergency Documents (to be kept in a safe, waterproff container)

   1. Emergency contact numbers

   2. Evavuation plans / floor plans

   3. Fire permits

   4. Veneu contract

   5. Cerificates of insurance

   6. Contact information of attendess

   7. Utility Tools

      1. Swiss army knowfir that includes clippers, scissors, pliers and a knife

      2. Mighting Putty or instant cement to fill in pits and fissures

      3. Superglue

      4. Red relective tape to hightlihg issues as unexpected stairs

      5. Sewing kit with sarety pins

      6. Regular and keychin-sized flishlights.

      7. First Aid Kit

         1. Banages and Band-Aids of all different sizes and textures

         2. Triangle banage for use as a sling or wrap

         3. Elastic bandages

         4. Medical tap

         5. Scissors

         6. Tweezers

         7. Saline solution

         8. Eyewash

         9. Foil emerengy blanket

         10. Individual packs of Advil, Tylenol, Benadryl and Sudafed. Consider having some chewable Aspirin

         11. Sunscreen

         12. Aloe vera with lidocaine burn cream

Security

1. Identify the security team’s mission beore during and after the event.Understand the types of event that is being held and the related impact on security (political event, awards show, business conference, etc…

If you would like to add to this list, please send me a comment. I would be happy to keep building and adding to it.