5 Basic Event Safety Measures Every Planner Should Know

Any organized event, be it a concert, wedding, community festival, or corporate conference, must emphasize safety early in the planning process. People might remember great entertainment, decor, and food. Still, an effective event safety plan puts your team in a position to respond to emergencies and simultaneously prevent them. Zkipster expands on this. Taking basic precautions helps you minimize and manage the potential risks.

The following are five specific safety measures you should know.

1. Conduct a Comprehensive Risk Assessment

Before the event starts, identify as many potential safety risks as possible associated with the crowd size, venue, environment, and activities.

Examples include:

• Evaluate fire hazards.
• Note potential tripping dangers or slippery surfaces.
• Assess the possible weather risks for an outdoor event.
• Plan evacuation routes and potential crowd management requirements.

Your risk assessment must consider unique event elements, such as alcohol service, pyrotechnics, live performances, or special equipment. Once you list the potential hazards, work with your security professionals, vendors, and venue managers to formulate a written safety plan. The plan should outline designated responsibilities, emergency procedures, and communication protocols.

2. Have a Clearly Marked Emergency Evacuation Plan

An evacuation plan is mandatory for any venue, but your role as planner is to ensure it’s accessible, clear, and communicated to attendees and staff. Be sure emergency exits are unobstructed, well-lit, highlighted by signage, and mapped out in app guides or event programs. Your setup needs should involve walking through evacuation routes for usability. Coordinating with fire marshals and local authorities is needed for larger events to ensure safety code compliance.

It’s hard to remember everything when planning an event, but taking notes can result in having well-planned events lined up.

3. Hire Qualified Security and Medical Staff

Based on your event’s category and size, hiring professional medical and security personnel might be necessary. Having security manpower available can deal with crowd control, credential checks, access points, and response to emergencies or disturbances. Likewise, onsite medical support can be EMTs or setting up a first aid station; either can make a crucial difference during an emergency.

Please don’t rely on venue staff alone unless you confirm their training and ability to handle different situations. Even a smaller event should have at least one team member certified for first aid and CPR, and provide them with a fully stocked kit.

4. Prepare for Weather and Environmental Conditions

Outdoor events carry more responsibility. Weather conditions can change dramatically and quickly, so contingency plans must be in place. It’d be wise to have a system to alert staff to weather forecasts.

Prepare for rain by having covered spaces or rental tents available. For hot weather, provide shaded areas and water stations.

Even an indoor venue has to consider the possibility of extreme weather and its consequences. For example, a bad storm could cause flooding or power outages.

Have protocols for sheltering guests in place, and arrange for backup power options. Should your event be in a remote location, factor in the travel logistics involved with attendee access and emergency services. Planning for potential weather issues beforehand prevents unnecessary frustrations during the event.

5. Train Your Team and Communicate With Guests

Even a great safety plan only goes as far as the people responsible for implementing it. Your volunteers and staff need training on emergency procedures, who to contact for incidents, and how to use first-aid supplies and fire extinguishers.

Everyone needs to know the location of emergency gear, exits, security points, and first-aid stations. Also, inform your guests. Make early announcements about medical support, weather updates, and emergency exits. Larger events should communicate safety information via push notifications, printed signage, or a mobile event app.

Safety Enhances Fun

Event safety incorporates clear communication, proactive planning, and knowing how to respond if something unexpected occurs. Your comprehensive event safety plan must include evacuation planning, environmental preparation, proper staffing, risk assessment, and team training.

A strong safety plan also fosters trust among attendees, staff, and stakeholders. When people feel secure, they are more likely to enjoy the event and participate fully, which contributes to its overall success. This includes clearly marked emergency exits, well-trained personnel, accessible first-aid stations, and effective communication strategies.

By prioritizing safety from the outset, organizers not only comply with regulations but also demonstrate a commitment to the well-being of everyone involved.