Emergency Preparedness Isn’t Optional, It’s Leadership

Photo Credit: Pexels.com

Not long ago, I was on vacation, fully in “off-duty” mode, when something happened that pulled me right back into my event planner instincts.

A woman nearby took a hard fall, face first, on the tile floor. She was alone when it happened and was relieved when myself and another passer-by saw her lying face down, glass strewn across the room. She was shaken, clearly embarrassed, and immediately asked if we could help her up. The other woman who arrived to her aid about 1 minute before me was struggling to get her to her feet. 

While I know she wanted to stand up, return to her condo and hope no one else saw it happen, I wasn’t thinking about comfort, I was thinking about risk and possibility of further harm to her. 

I insisted we call 911. She quickly agreed and admitted she hit her head quite hard and was scared.

To be very clear, I am NOT a medical professional but my instincts as a seasoned event professional kicked in. I quickly remembered that it’s not best practice to assess an emergency based on how someone feels but on what could be happening that you can’t see. 

It turned out to be the right call and in the end, we sat with her until they arrived and she was grateful that I was persistent. 

Because whether you’re on vacation or managing a conference, the principle is the same: Err on the side of caution. Always.

Preparedness Is Part of the Experience

As planners, we spend so much time focused on attendee experience such as content, flow, room sets, and engagement.  But safety is part of that experience too. Emergencies don’t announce themselves. They show up quietly and unexpectedly:

• A fall in a hallway
• A medical issue during a session
• A guest who suddenly feels unwell
• A disruption that escalates quickly

The difference between chaos and control isn’t luck.  It’s preparation.

Partnering with Your Venue Is Step One

Your emergency plan should never live in a silo. Venues and hotels already have trained teams, protocols, and resources in place—from security teams to first responders and AED locations.  Your role is to align your event plan with theirs so there are no gaps in response. That means:

• Understanding their emergency procedures
• Identifying key contacts and escalation paths
• Clarifying how and when to involve their team

What a Strong Emergency Plan Should Include

Beyond the basics, a truly effective plan anticipates real-world needs, both for your team and your attendees.

1. Clear Roles & Chain of Command

Your team should know:

• Who makes decisions in an emergency
• Who contacts emergency services
• Who communicates with staff and attendees

When something happens, there’s no time to “figure it out.”

2. Emergency Contacts—Expanded and Accessible

Yes, include 911. But don’t stop there. Your plan should also list:

• Venue security and in-house emergency numbers
• Local police and fire (non-emergency lines included)
• Key event leadership contacts

And importantly:

• Nearest hospitals and urgent care centers
• Nearby pharmacies
• Specialty care (like dental emergencies, if relevant)

Having this information readily available can save critical time when someone needs care quickly. 

3. Medical Response Protocols

Define clearly:

• When to call 911 vs. venue security
• Where medical equipment (AEDs, first aid kits) is located
• Who on your team has basic training

And just like my vacation experience, normalize acting quickly, even if someone downplays the situation.

4. Communication Plan (Internal + Attendee-Facing)

In an emergency:

• How will staff communicate? (text thread, radios, app)
• Who approves messaging?
• How do attendees receive updates?

Your plan should include multiple channels:

• Mobile app push notifications
• Text/email alerts
• Announcements from stage if needed 

5. Make Critical Info Visible in the Event App

Don’t keep important information buried in a staff document. Surface it for attendees:

• Emergency contacts
• Venue emergency number
• Nearby hospitals, urgent care, and pharmacies
• Basic “what to do in an emergency” guidance

Encourage attendees to enable push notifications so you can reach them quickly if needed. This small step can make a big difference in how supported, and safe, people feel onsite.

6. Share the Plan with Your Staff (Not Just Leadership)

An emergency plan only works if people know it exists.

Make sure:

• All staff and key partners receive it in advance
• You review it together (even briefly)
• Everyone understands their role

You don’t need to overwhelm your team but they should never be seeing this information for the first time during an emergency.

7. Evacuation, Shelter, and Scenario Planning

Cover the essentials:

• Fire evacuation routes
• Severe weather shelter locations
• Backup plans for disrupted programming

And take it one step further:

• Walk through “what if” scenarios
• Talk through response as a team

Even a short tabletop conversation builds confidence.

The Real Takeaway

That moment on vacation was a reminder of something simple, but critical: People will often minimize their own emergencies.

They’ll say:

• “I’m fine”
• “It’s nothing”
• “I don’t want to make a scene”

As event professionals, it’s not our job to take that at face value. It’s our job to be prepared enough, and confident enough, to act anyway. Emergency preparedness isn’t about expecting the worst. It’s about being ready to respond when something unexpected happens, and without hesitation and to do that:

• Build the plan with your venue
• Include details people actually need and can quickly reference
• Share it widely as appropriate 
• And trust your instincts when it matters most

Remember, great events aren’t just well-designed. They’re well-protected.

If you need help preparing an emergency plan for your event contact Kara Nacarato at [email protected].