PLANNING FOR THE UNEXPECTED
What is an Emergency Response Plan (ERP)? It is protocol developed to establish procedures to be undertaken in the event of an unexpected situation or crisis.
Why do you need one? Today’s world has more chance of danger and safety concerns than ever before. Part of your job is to ensure the safety of not only your attendees but your team, the crew and all service providers.
When do you need one? In short, always. For every event, large or small. A crisis can strike at any time no matter the size of your event.
How do you make one? I’m going to discuss that in detail. I’ve broken it into three sections: assessing risks, developing procedures and execution of your plan.
Assessing Potential Risks
Risk assessment is the method by which you determine any potential dangers associated with your event due to the location, venue, and surroundings. This initial step is important because it will affect all other aspects of your planning.
Your management of this must remain fluid through the preparation process as you anticipate potential risks and adjust your planning accordingly.
First, begin with a written description of your event including size, demographic (elderly, disabled, for example, as needs will differ for certain groups) and all activities scheduled for your event.
Second, have a look at potential dangers that exist with your chosen venue. A tour of the facilities with your assessment in mind will be needed.
In the final step of the assessment stage, review external factors that might come into play.
Using a scale of 1-5, with 1 representing minor risk and 5 being a severe risk, rate each potential risk noted.
Venue Suitability
Capacity – A key point is to determine if all attendees can be safely accommodated within the venue. Will guests be seated or standing? Is there sufficient room to circulate comfortably? Are there points at which overcrowding could occur?
Access – Are people with disabilities or those who have mobility issues able to access the venue? Can wheelchairs be accommodated? Are there enough emergency exits for the number of anticipated attendees?
Crowd Control – Are there concerns about attendees being crushed at the event? Is overcrowding a possibility? How should aggressive people or excessive inebriation be handled? If children are at the event, what steps will be taken to ensure their safety?
Hazards – Touring the venue will determine if there are trip and fall hazards resulting from cables and ropes. Are all free-standing structures secure such that they will not topple over if someone bumps them? Is all electrical equipment out of the way of curious attendees? Is it protected from the elements? Will smokers be controlled to reduce the chance of accidental fire?
Team/Crew/Suppliers – Take a look at the jobs being carried out by those working for you. What hazards do they face inherent their jobs? What can you do to mitigate any risks they face? Are the caterers employing proper guidelines for handling food? Are steps being taken to reduce the risk of back injuries due to heavy lifting?
External Factors
Weather-related issues – If rain dampens your event, are certain areas prone to becoming slick when wet making falling a risk? Is all equipment sufficiently protected from the elements? Are free-standing or high structures secured so high winds won’t create a disaster? Are hurricanes an issue for the location and time of year for your event? Is it being held in a location where heat exhaustion could result?
Environment/Surrounding Areas – Consider any hazards in close proximity to your venue. Will exposed overhead power lines or buried utility services be affected by any structures you erect? Is it prone to high winds or flooding? Are emergency services nearby? Check if there are high profile and high capacity events happening at the same time as yours since that might cause an issue. Could any ill effects to the environment be caused as a result of the activities undertaken at your event? Do you have procedures in place should an active shooter situation arise?
Developing Procedures
Having a framework in place for any potentiality allows for smoother movements through a crisis when stress levels are elevated.
Once you’ve deemed your venue suitable after a walk-through, create a blueprint of the site designating the location of each exit, entrance, structure, buried utility and boundary line on the property. Every person involved with your event needs to receive a copy of this blueprint.
Now that you’ve written down all the possible risks to attendees, crew, the public and the venue, it’s time to plan for how you will deal with each risk. Your goal is to mitigate and manage. This simply means noting the basic steps you will take for each point assessed. However, risks that you assessed at levels 4 or 5 will involve a more detailed approach to reduce them to an acceptable level.
Determine what protocol will be for every potentiality you face. For example, it isn’t enough to say that you will evacuate everyone in an event of a fire; you must detail the steps that you’ll take from the time the fire is discovered to the safe evacuation of all attendees. And so it is for all other risks. A multi-point plan must be developed for each item.
Here are some aspects to be addressed when developing your protocol:
?Sounding the alarm – How will you communicate the emergency to staff and volunteers?
?Informing the public – Do you have an adequate public address system? What is the procedure for stopping and restarting the event?
?On-site emergency response – Is there sufficient access to fire extinguishers? Do you need security and first aid on site? Do you have a secure space to take people who faint from heat exhaustion?
?Summoning and liaising with emergency services – Who will be your point of contact and how will you assist the emergency services?
?Crowd management & evacuation – How will you move people away from immediate danger to a place of safety? Don’t forget to take people with limited mobility and children into consideration.
?Security – Do you require security checkpoints, bag searches, metal detectors and canine units to be in place?
?Weather issues – Develop a trigger chart for possible weather-related scenarios that first identify key decision makers and task managers then build action plans specific to every production department and finally identify escalating weather issues specific to your location.
?Traffic management – How will emergency vehicles gain access to the site? How will vehicles leave the site after the event?
?Handling casualties – How will patients be taken to a hospital? Will there be ambulances on site?
?Child safety – Do your employees and volunteers need to be DBS checked? Is there a set up for lost children?
Executing the ERP
Confusion and panic will set in once a crisis hits. It’s critical to the success of your plan for you to know if it will actually work in practical terms.
Hold a meeting with your team to go over every simulated emergency situation. Determine the effectiveness of your plan and make adjustments where necessary.
Remaining aware throughout your event can alert you to the fact that a crisis is about to happen before it actually does. Use any forewarning systems you have at your disposal, including technology, to aid in risk prevention. There are weather-related apps and event planning software on the market that can be of assistance here.
Ensure all on-site contractors and volunteers get a copy of your written plan so they know exactly what will happen in the case of an emergency. At the same time, request a copy of their plans.
Depending on the size, scale and type of event you are planning, it might be pertinent to contact local authorities to discuss potential issues. This becomes especially important in cases like a music festival or politically divisive event.
Each event will require a different plan, so be honest about the risks associated with the event. While we’re powerless when it comes to foreseeing the actions of others, with a bit of preparedness and vigilance we greatly increase the likelihood of a safe and successful event.
