Your emergency plan will detail what procedures you will follow in the event of an emergency situation at your event.
What counts as an emergency? Examples of emergencies include:
- Extreme Weather
- Major crowd issue
- Suspect package found
The size and scale of your event dictates how you would react if any of these situations occur. For many small events, the primary response will be to call 999. For larger events a full emergency planning document will be required as part of your event management plan. You should discuss this aspect of your planning with your local authority events officer and Police.
Information that should be included in your emergency planning includes:
- Suitable rendezvous points
- Code words for use over open radios to avoid public panic
- Emergency vehicle access routes
- Venue evacuation routes
- ‘Show stop’ procedure
The emergency plan will need to be agreed by the local authority and police.
It is important that all staff and contractors are trained to understand that they should always report any issue that gives rise to concern and that safety is everybody’s responsibility.
Event Communication Plan
It is essential that stewards and organisers are able to communicate effectively between each other, event management staff, and the public.
For example, in the event of evacuation, an effective means of communication must be available. This must also include provision for communicating with deaf and hearing-impaired people who will need to be informed of the emergency by Sign Language or written instruction. Stewards will need adequate training in disability awareness to recognise disabled persons’ needs and act appropriately and effectively.
Communication systems such as radios, mobile phones and public address systems are useful during an event. Mobile phones are considered unreliable for medium or large-scale events; so two-way radios will be a requirement for medium or large scale events.
In addition, medium or large-scale events will require an Event Control Point, from where all event operations and production can be centrally controlled. An event communications plan should also be produced which will detail all systems, protocols, contacts and channels. – which should form part of your Event Plan.