Emergency Response Planning: A Comprehensive Guide for Event Organisers

When working in event production, there are a number of factors to consider. From the wider logistical planning of venues, installation, teams and more, to the intricate planning of the details such as ticketing systems, there is a huge scope of work that needs to be thoroughly mapped out. This also includes the possibility of emergencies and to ensure attendee safety, emergency management and planning is imperative and should not be underestimated.

At Alpha Crew our rigorous in-house training scheme ensures that our crew and security team are prepared for all eventualities. It can be difficult to comprehend what is necessary when it comes to emergency management, so what's necessary to ensure smooth operations of all events and emergencies.

Assessing Key Risks

Before developing an emergency response plan, it's essential to identify and evaluate potential risks associated with the event. Taking into account factors such as the venue, weather conditions, crowd size, and nature of the event taking place. This assessment will help determine the level of risk and the appropriate measures needed to mitigate potential emergencies.

Developing Emergency Procedures

Once the identified risks have been established, develop detailed emergency procedures to be followed by staff, volunteers, and attendees in the event of an emergency. These procedures should cover various scenarios, including sudden weather changes, entertainment cancellations, medical emergencies, and more serious incidents such as fires or terrorist threats.

Communication Procedures and Protocols

It is vital to establish clear communication protocols to ensure effective communication during an emergency. This includes designated communications channels for emergency alerts. There needs to be a clear direction of the communication requirement during an emergency and the lines of communication need to be identified for each group (such as staff / volunteers / attendees). This will ensure that everyone involved understands their roles and responsibilities regarding communication and how best to communicate to specific individuals and groups quickly.

Coordination with Local Authorities

Develop relationships with local authorities, including the emergency services. By developing relationships and trust, it can be vitally important to understand key requirements prior to ensure preparedness. Sharing your emergency response plan with local authorities and discussing coordination efforts will clarify roles and responsibilities to ensure a seamless response to emergencies.

Counter-Terrorism Measures

Incorporate counter-terrorism measures into your emergency response plan. This should be done following the key guidance from the wider government, check the UK Government website for more detail and the latest updates. https://www.gov.uk/terrorism-national-emergency/national-emergencies. Educate staff and attendees on the emergency protocols in the event of a terrorist threat and establish procedures for reporting suspicious activities to the authorities. All Alpha Crew security guards are trained for the ACT (Action Counters Terrorism), which is specialised training for front line security operatives. This course was designed by Government counter terrorism experts from the National Counter Terrorism Security Office and National Protective Security Authority.

Emergency Roles and Responsibilities

Team members need to be appointed with specific responsibilities in the case of emergency, this clarification will enable quick response times to minimise disruptions and prevent wider implications of the emergency. For these specific ‘emergency’ roles, it’s essential to provide training and guidance on emergency procedures, including the use of emergency equipment, specific evacuation protocols, and incident control.

Evacuation Procedures

Develop clear evacuation procedures, including escape routes, signage, and designated assembly points, this will be required at a wider company level, but will also need to be established at each venue. Coordination with venue staff will ensure the procedures are specific and appropriate. It’s also important to consider evacuation plans that account for individuals with disabilities or mobility issues.

First Aid and Medical Assistance

Training staff in basic first aid and establishing protocols for handling medical emergencies is really important. As each venue is different, the local health authority should be consulted to ensure venue specific protocols can be implemented when needed. At Alpha Crew, all of our senior members of staff are trained in first-aid, ensuring there is always someone on-site with this certification.

Testing Emergency Plans

Regularly test and validate your emergency response plan through exercises and training drills, this can seem tedious at times, but teams that execute ‘dummy’ trials are far more effective in real life emergency situations. Simulate various emergency scenarios to see the effectiveness of procedures and identify areas for improvement. Involve staff, volunteers, and emergency services to be fully prepared.

Emergency planning is key for creating a safer environment for attendees and staff so should not be overlooked but be an integral part of event production. It’s important to understand each event is different and consider these differences within the emergency planning process.

At Alpha Crew, we take safety very seriously and our teams are highly trained to ensure they are well prepared for all emergency situations. For more information and details on how we value and incorporate health and safety into our processes, check out our health and safety page www.alphacrew.co.uk/health-safety or get in touch with the team.