In the final step of the assessment stage, review external factors that might come into play.<\/p>\n
Using a scale of 1-5, with 1 representing minor risk and 5 being a severe risk, rate each potential risk noted.<\/p>\n
Venue Suitability<\/strong><\/h3>\nCapacity<\/strong> – 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?<\/p>\nAccess<\/strong> – 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?<\/p>\nCrowd Control<\/strong> – Are there concerns about attendees being crushed at the event? Is overcrowding a possibility? How should aggressive people or excessive inebriation<\/a> be handled? If children are at the event, what steps will be taken to ensure their safety?<\/p>\nHazards<\/strong> – 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?<\/p>\nTeam\/Crew\/Suppliers<\/strong> – Take a look at the jobs being carried out by those working for you. What hazards do they face inherent to 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?<\/p>\nExternal Factors<\/h3>\n
Weather-related issues<\/strong> – 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\u2019t 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?<\/p>\nEnvironment\/Surrounding Areas<\/strong> – 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?<\/p>\nDeveloping Procedures<\/b><\/h3>\n
Having a framework in place for any potentiality allows for smoother movements through a crisis when stress levels are elevated.<\/p>\n
Once you\u2019ve 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.<\/p>\n
Now that you\u2019ve written down all the possible risks to attendees, crew, the public and the venue, it\u2019s 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.<\/p>\n
Determine what protocol will be for every potentiality you face. For example, it isn\u2019t enough to say that you will evacuate everyone in an event of a fire; you must detail the steps that you\u2019ll 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.<\/p>\nHaving a framework in place for any potentiality allows for smoother movements through a crisis when stress levels are elevated. <\/a><\/span>Click To Tweet<\/a><\/span>\nHere are some aspects to be addressed when developing your protocol:<\/h3>\n
\u2022Sounding the alarm<\/strong>\u00a0\u2013 How will you communicate the emergency to staff and volunteers?<\/p>\n\u2022Informing the public<\/strong>\u00a0\u2013 Do you have an adequate public address system? What is the procedure for stopping and restarting the event?<\/p>\n\u2022On-site emergency response<\/strong>\u00a0\u2013 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?<\/p>\n\u2022Summoning and liaising with emergency services<\/strong>\u00a0\u2013 Who will be your point of contact and how will you assist the emergency services?<\/p>\n\u2022Crowd management & evacuation<\/strong>\u00a0\u2013 How will you move people away from immediate danger to a place of safety? Don\u2019t forget to take people with limited mobility and children into consideration.<\/p>\n\u2022Security<\/strong> – Do you require security checkpoints, bag searches, metal detectors and canine units to be in place?<\/p>\n\u2022Weather issues<\/strong> – 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.<\/p>\n\u2022Traffic management<\/strong> \u2013\u00a0How will emergency vehicles gain access to the site? How will vehicles leave the site after the event?<\/p>\n\u2022Handling casualties<\/strong>\u00a0\u2013 How will patients be taken to a hospital? Will there be ambulances on site?<\/p>\n\u2022Child safety<\/strong> – Do your employees and volunteers need to be DBS checked? Is there a set up for lost children?<\/p>\nExecuting the ERP<\/b><\/h3>\n
Confusion and panic will set in once a crisis hits<\/a>. It\u2019s critical to the success of your plan for you to know if it will actually work in practical terms.<\/p>\nHold a meeting with your team to go over every simulated emergency situation. Determine the effectiveness of your plan and make adjustments where necessary.<\/p>\n
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.<\/p>\n
Ensure all\u00a0on-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.<\/p>\n
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.<\/p>\n
Each event will require a different plan,\u00a0so be honest about the risks associated with the event. While we\u2019re 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.<\/p>\n
\n Have you spent countless hours searching for an online corporate event planning course to help you learn the intricacies of planning a successful event?<\/h4>\n YOU CAN STOP SEARCHING!<\/h1>\n Register now for E.P.I.C<\/h2>\n Go E.P.I.C.<\/strong><\/a>\n ![\"E.P.I.C.](\"\/individuals\/wp-content\/uploads\/2019\/02\/epiclogo_fullcolor.svg\")
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Access<\/strong> – 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?<\/p>\n Crowd Control<\/strong> – Are there concerns about attendees being crushed at the event? Is overcrowding a possibility? How should aggressive people or excessive inebriation<\/a> be handled? If children are at the event, what steps will be taken to ensure their safety?<\/p>\n Hazards<\/strong> – 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?<\/p>\n Team\/Crew\/Suppliers<\/strong> – Take a look at the jobs being carried out by those working for you. What hazards do they face inherent to 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?<\/p>\n Weather-related issues<\/strong> – 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\u2019t 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?<\/p>\n Environment\/Surrounding Areas<\/strong> – 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?<\/p>\n Having a framework in place for any potentiality allows for smoother movements through a crisis when stress levels are elevated.<\/p>\n Once you\u2019ve 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.<\/p>\n Now that you\u2019ve written down all the possible risks to attendees, crew, the public and the venue, it\u2019s 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.<\/p>\n Determine what protocol will be for every potentiality you face. For example, it isn\u2019t enough to say that you will evacuate everyone in an event of a fire; you must detail the steps that you\u2019ll 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.<\/p>\nHaving a framework in place for any potentiality allows for smoother movements through a crisis when stress levels are elevated. <\/a><\/span>Click To Tweet<\/a><\/span>\n \u2022Sounding the alarm<\/strong>\u00a0\u2013 How will you communicate the emergency to staff and volunteers?<\/p>\n \u2022Informing the public<\/strong>\u00a0\u2013 Do you have an adequate public address system? What is the procedure for stopping and restarting the event?<\/p>\n \u2022On-site emergency response<\/strong>\u00a0\u2013 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?<\/p>\n \u2022Summoning and liaising with emergency services<\/strong>\u00a0\u2013 Who will be your point of contact and how will you assist the emergency services?<\/p>\n \u2022Crowd management & evacuation<\/strong>\u00a0\u2013 How will you move people away from immediate danger to a place of safety? Don\u2019t forget to take people with limited mobility and children into consideration.<\/p>\n \u2022Security<\/strong> – Do you require security checkpoints, bag searches, metal detectors and canine units to be in place?<\/p>\n \u2022Weather issues<\/strong> – 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.<\/p>\n \u2022Traffic management<\/strong> \u2013\u00a0How will emergency vehicles gain access to the site? How will vehicles leave the site after the event?<\/p>\n \u2022Handling casualties<\/strong>\u00a0\u2013 How will patients be taken to a hospital? Will there be ambulances on site?<\/p>\n \u2022Child safety<\/strong> – Do your employees and volunteers need to be DBS checked? Is there a set up for lost children?<\/p>\n Confusion and panic will set in once a crisis hits<\/a>. It\u2019s critical to the success of your plan for you to know if it will actually work in practical terms.<\/p>\n Hold a meeting with your team to go over every simulated emergency situation. Determine the effectiveness of your plan and make adjustments where necessary.<\/p>\n 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.<\/p>\n Ensure all\u00a0on-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.<\/p>\n 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.<\/p>\n Each event will require a different plan,\u00a0so be honest about the risks associated with the event. While we\u2019re 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.<\/p>\nExternal Factors<\/h3>\n
Developing Procedures<\/b><\/h3>\n
Here are some aspects to be addressed when developing your protocol:<\/h3>\n
Executing the ERP<\/b><\/h3>\n
Have you spent countless hours searching for an online corporate event planning course to help you learn the intricacies of planning a successful event?<\/h4>\n
YOU CAN STOP SEARCHING!<\/h1>\n
Register now for E.P.I.C<\/h2>\n Go E.P.I.C.<\/strong><\/a>\n
\n<\/div>","protected":false},"excerpt":{"rendered":"