How to Create an Emergency Management Plan for an Event: A Step-by-Step Guide

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In the past few months, I’ve experienced firsthand how quickly unexpected situations can disrupt even the most carefully planned events. During one event, the perfectly planned outdoor closing party was disrupted due to Hurricane Helene. As a result, we had to pivot and move activities indoors to ensure the safety of attendees from the high winds. And just a week before that, I faced a fire evacuation at a large conference, where three floors of attendees, sponsors, speakers, and staff had to be evacuated quickly and safely. These incidents highlighted the critical importance of having a solid emergency management plan in place.

Whether you're planning a small corporate event or a large-scale conference, emergencies can take many forms. Medical issues, extreme weather, security threats, and power outages are just a few of the potential disruptions. A well-crafted emergency management plan ensures that you, your staff, and your attendees are prepared to handle these situations swiftly and effectively. Here’s a step-by-step guide to creating an emergency management plan and what to include to protect everyone involved.

1. Assess Potential Risks: The first step in creating an emergency management plan is to identify the specific risks associated with your event. Each event has unique challenges based on the size of the crowd, the location, and the type of activities involved.

To perform a thorough risk assessment, consider the following:

• Venue Risks: Is the event indoors or outdoors? Does the venue have the proper emergency exits, fire extinguishers, and first-aid stations? What is the capacity of the venue, and how will you manage crowd control?
• Weather-Related Risks: If your event is outdoors, consider the possibility of extreme weather, like the hurricane that forced us to adjust an entire event. What is your contingency plan if the weather becomes dangerous?
• Health and Safety Risks: With ongoing health concerns post-pandemic, what health and safety precautions do you need to take? Are there protocols for medical emergencies, and do you have access to medical professionals on-site?
• Security Risks: Depending on the nature of the event, you may need to prepare for crowd disturbances, theft, or even threats of violence. What security measures are in place to prevent and respond to these issues?

By assessing potential risks, you can better understand which areas to prioritize in your emergency management plan.

2. Establish an Emergency Response Team: Once you’ve assessed the risks, the next step is to assemble a dedicated emergency response team. This team will be responsible for managing and coordinating emergency procedures before, during, and after the event. Your team should include key personnel such as:

• Event Manager or Coordinator: This person may lead the team and act as the primary decision-maker during an emergency.
• Security Team Leader: Responsible for handling any safety or security incidents.
• Medical or First Aid Staff: Depending on the size of your event, have trained medical personnel on-site to deal with health-related emergencies.
• Communications Lead: Someone who will coordinate communications with the attendees, first responders, and even media depending on the size of the event.
• Venue Staff Liaison: A person who has direct contact with the venue management to address facility-related issues like power outages or fire hazards.
• Legal Counsel – It is always helpful to consult your legal counsel particularly to help determine your outward communications.

Don’t forget to establish a command center ahead of time so that the above team knows where to gather to discuss any emergency situations and determine next steps. Of course, if the threat is \ immediate and you do not have time to gather, your command center will be important for when the emergency has passed and you need to debrief and discuss communications. 

3. Create a Communication Plan: Effective communication is critical in an emergency situation. You need to ensure that both staff and attendees can receive clear, timely information. A communication plan should include:

• Emergency Alerts: Set up a system for sending out emergency notifications to attendees. This could include text alerts, push notifications through an event app, public announcements, or emails. Make sure these communication channels are tested beforehand.
• Staff Communication Protocols: Equip your emergency response team with radios, walkie-talkies, or a mobile communication app to stay in constant contact. Establish a clear chain of command so everyone knows who to report to and how information will flow during an emergency.
• Attendee Instructions: Create a plan for communicating with attendees in real-time, ensuring that they can quickly be informed of evacuation procedures, shelter-in-place instructions, or other critical updates.

4. Prepare Evacuation and Shelter-in-Place Plans: One of the most crucial components of an emergency management plan is establishing clear evacuation and shelter-in-place procedures. Depending on the nature of the emergency, attendees may need to evacuate or take shelter.

Evacuation Plan:

• Identify all exits and ensure they are clearly marked and accessible to all attendees, including those with disabilities.
• Designate safe meeting points outside the venue where attendees can gather after evacuation.
• Assign staff members or security personnel to assist with crowd control and ensure evacuation routes remain clear.
• Develop a method for accounting for all attendees and staff after an evacuation, using registration lists or check-in systems.

Shelter-in-Place Plan:

• In some emergencies, such as extreme weather or a security threat, it may be safer for attendees to stay in place rather than evacuate.
• Identify safe areas within the venue, such as interior rooms with no windows or lower levels of the building.
• Ensure that these areas are stocked with supplies, including water, first-aid kits, and communication tools.

5. Coordinate with Local Authorities and First Responders: Before your event, reach out to local authorities such as fire departments, police, and EMS services. Provide them with detailed information about your event, including the venue layout and the number of attendees, so they are familiar with the specifics and can respond more efficiently in case of an emergency. Find out where the nearest medical centers are located and have a list of phone numbers for emergency services and facilities on hand for quick access.

During the event, ensure that your emergency response team has direct lines of communication with these authorities. 

6. Train Your Staff and Volunteers: A comprehensive emergency management plan is only effective if your staff and volunteers are properly trained. Conduct regular training sessions and walk through various emergency scenarios so everyone knows their role during a crisis.

Ensure that staff members:

• Know how to operate emergency equipment, like fire extinguishers or defibrillators.
• Are aware of all evacuation routes and assembly points.
• Understand how to communicate with attendees during an emergency.

Consider holding a pre-event briefing where the emergency response team can walk through different types of emergency scenarios and practice responding in real-time.

7. Prepare Emergency Supplies: Make sure your venue is stocked with essential emergency supplies, including:

• First-Aid Kits: These should be fully stocked and easily accessible to staff and medical personnel.
• Fire Extinguishers: Ensure all fire safety equipment is functional and accessible.
• Water and Food: Have a supply of water and non-perishable food in the event you need to shelter-in-place for an extended period.
• Communication Devices: Radios and/or mobile charging stations to keep communication lines open.

8. Review and Update the Plan Regularly: An emergency management plan should be updated regularly to account for changes in venue, attendee numbers, or emerging risks. After each event, conduct a debrief with your team to evaluate the effectiveness of the plan and identify areas for improvement moving forward. 

Having experienced two significant event emergencies recently—a hurricane that forced a last-minute change to an outdoor event and a fire evacuation that saw three floors of attendees standing outside in the rain—I can’t stress enough how crucial it is to be prepared for the unexpected. A well-thought-out emergency management plan is your best tool to keep attendees safe and your event running smoothly, even in the face of an emergency. Partner with your venue ahead of time, they will likely have their own emergency plan that will include critical information to include in yours. 

By assessing risks, establishing a dedicated response team, and implementing clear communication and evacuation strategies before you even arrive onsite, you can handle emergencies with confidence and ensure that your event is not only successful but also safe for everyone involved. For more information on emergency management plans, or for help on other topics related to event management, contact Kara Nacarato at [email protected].