How do you create a safe and proactive event production team?

A truly vetted safety management system can also help you determine specific roles and responsibilities and at the same time identify hazard identification and inspection priorities. It will also help you set up the second priority below. Training and equipment.

Having a great project management system will help you to achieve these step by step and to be well organized. Project management is one of the key assest while organizing an event. It will help you to see everything in details

To forge a secure and dynamic event production team, meticulous planning is key. Start by selecting skilled professionals with a passion for safety. Develop a robust safety protocol, provide comprehensive training, and encourage open communication. Continuously adapt and refine your strategies to ensure proactive risk mitigation, fostering a secure and efficient team. Most of all thing of each event and production from the users / customer / performer perspective and place yourself in their position for a more comprehensive view point

Main problem I have experienced is brevity. People today are very brief which cause many misunderstandings, problems and errors during event preparation and end up with large amount of problems during event itself. So when I choose my team for an event, Im checking if those people arent too brief.

-Hire Wisely: Select experienced, dedicated professionals and provide comprehensive training. -Define Roles: Clearly outline responsibilities and reporting structures. -Prioritize Safety: Enforce safety protocols -Plan Thoroughly: Develop a detailed production plan, including site inspections. -Maintain Equipment: Regularly inspect and maintain Equipment, with backups available. -Emergency Response: Create a robust emergency response plan and provide training. -Empower Team: Encourage proactive decision-making and ownership of roles. -Continuous Improvement: Learn from each event, seek feedback, and refine procedures. This approach ensures event success and the Safety and well-being of all involved.

Start by looking for qualifications. If you need a talented stage manager, don't compromise on skill but be prepared for divas. Great professionals list the gear they need in their riders. Meet the quality and specifics of the rider. Most of your team will not have riders. So, picture yourself in their roles, doing an excellent job, with all the resources they need. Use visualization. Imagine the kinds of problems they might encounter. Make checklists, then get people with experience to verify them. People will surprise you with their skills. Good team members learn new skills because its fun for them. So make it fun. Don't just show them how to use their equipment, show them when, where, and why.

Give your team all the tools they need. Don’t skimp. This misstep could cost you the day or worse yet someone’s safety. Lists are gold. Use them and share them!

Training a team in my experience begins by understanding the talent pool you have at your disposal and knowing who you can trust. Sometimes the best technicians are not the ones who know the most but have the best attitude and are willing to troubleshoot rather than complain. Training comes from being prepared and as a project manager you should know all aspects of the event you are producing and are able to convey this to your team. Once you have completed your Risk Assessment's and Method statements you should make sure to train up your team in the understanding of all the Risk involved in the production of the event and make them aware of any potential challenges they may face.

One thing I've found helpful was to ask for referrals from my trusted fellow colleagues or inner circles. When I was producing events, I built my event team over the years and encouraged them to learn, grow and keep updated on the event safety guidelines. We truly worked with the motto of "All Hands on Deck."

If I’m the Technical Director on a project and the entire production crew is under my care I make it a priority to conduct a safety meeting most mornings, especially setup/strike days, with the entire crew. At this time we discuss the ground rules for working with heavy machinery, who are the certified operators, what to do in case of fire, and how we can work to create a safe environment.

Engaging licensed or certified experts is obviously key in the creation of your plan, but don't overlook the massive knowledge base in your workforce. Engaging with individual team members and soliciting thoughts and suggestions is critical to gaining buy-in and adoption of all the protocols. An SME may approach at a high level, but they cannot possess the collective experience of 100 crew members who have seen just about everything. Additionally, build an environment that bakes in safety at the forefront of your operation and rewards adherence, as far too many teams either ignore it or give it cursory attention in the haste to just get the job done. It should be "cool" to do safety programs, not bothersome to fill out another checklist.

Common sense and critical thinking are key. Thinking things through and detailing should never be overlooked or rushed. Hiring competent people and experts. Never cut corners. Pay now or pay later…

One thing we've found really beneficial in our team is to viewing brainstorming sessions a bit like our 'fika' breaks. ?? We come together, share thoughts, and exchange ideas, just like we'd share perspectives over coffee. It's during these simple moments—these small instances of leadership—that we truly evolve. Leadership isn't only in the big, planned meetings; it's also in our daily conversations and shared laughs. This approach makes teamwork feel less like a duty and more like a group gathering. Let's continue in this spirit and keep the ideas flowing, just like our coffee during fika! ??????

Feedback and collaboration are key to improvement. If you dont have the feedback from your team, you may continue to make the same mistakes.

It is hugely important to recognise and raise up our team members, to check in with them regularly to ensure they have everything they need, including the time and space to get done what they need to get done. The events industry is hectic, but I have found that it is generally made up of professionals who truly love our jobs, and if we can ensure our people have the resources to do their work, and if we are simply kind and considerate to our co-workers, they will give their all to the project, leading to what clients have called a 'special energy' at the event. I think it's the feeling of family that has built up during the months and hours it has taken to bring it all together and our joint sense of achievement if credit has been shared.

Don’t forget the AMEX gift cards or gift certificates for a massage or even flowers for the production team. Skip the wrap party and booze and show your team some appreciation and love. Be genuine. Care about each member of your crew.

Promoting a safety culture is a paramount goal. When everyone feels accountable for event safety, accident prevention becomes a collective responsibility. This involves creating an environment where everyone is encouraged to report concerns and take action to address safety issues.

Event Managers will tell you that they love the fast pace, the challenges and the reward of seeing an event come together after months or years of planning.They will even tell you they love the event chaos, which allows them to problem solve. What they won't tell you is that while they are calm under extreme pressure is they have a tipping point.We are equipped to manage a lot of pressure, multiple tasks and teams simultaneously. However ongoing excessive stress, with an unrealistic heavy workload, will lead to burn out and potentally mental health issues.Ensure you have a specialised events team where each team member is assigned specific responsibilities.The events head must know and understand the team's workload and checks in regularly.

After all is said and done. As the Leader, LET YOUR TEAM HELP YOU. I realize that the "I better do it myself" approach may make you feel better , however there is a reason why your team is there. Trust them and they, in turn will trust you that you have their best interest at heart. At the very least , you will not become so stressed that you pull your hair off.

Lastly, we should address mental health and well-being among team members, as the industry can be demanding. Providing resources for stress management and mental health support is a responsible approach. Building a safe and proactive event production team involves careful hiring, clear communication, rigorous safety measures, and ongoing training and improvement efforts. This ensures successful events and prioritizes the well-being of all team members and attendees.

To establish a safe and proactive event production team, prioritize comprehensive training, clear roles, and effective communication. Cultivate a culture of accountability, encouraging team members to report concerns promptly. Conduct thorough risk assessments before events, develop emergency response plans, and continuously improve safety measures. Build a cohesive team, foster relationships with external resources, and encourage feedback to refine processes. This approach ensures your team is well-prepared, promoting safety during events.

Making time to balance is super critical to the wellness of upper leadership. The adage of putting on your oxygen mask first is so true!!! There is a fine line between addiction and passion therefore discipline is the key distinguishing factor between the two. One must maintain the balance before one side outweighs the other. And if it does, hopefully you have a solid team established that can flow while you recover