How to Make an Emergency Plan

Importance of Emergency Plans for Events

Emergency plans are crucial for events because they enable workplaces to have an effective strategy in place. In the event of an incident or emergency, event managers can act in the most suitable and efficient way possible. Examples of emergencies for an outdoor event like the Platt Fields bonfire include suspicious packages (terror threat/bomb), fire, structural collapse, extreme weather, public disorder, accidents/illnesses, and evacuation procedures (full or partial). This emergency plan needs to be proportionate to the level of risk presented by event activities and the potential extent and severity of the incident. An effective plan ensures safety and minimizes the impact of unforeseen circumstances (Smith & Johnson, 2020).

How to Make an Emergency Plan

Emergency plans must first contain the purpose of the plan, the operation of the emergency plan including the roles and the transfer of command, emergencies that could occur at the event, and communication methods including codes (with scripts for encoded messages). Additionally, it should include alert procedures, communication with staff and the public, a site map with emergency exits, disabled access, emergency service access, and evacuation procedures. Most event emergency plans should address the same basic requirements: to get people away from immediate danger, summon and assist emergency services, handle casualties, deal with the displaced/non-injured (e.g., at a festival with camping), liaise with the emergency services and other authorities, and, where the situation is serious, hand over responsibility for the incident/emergency to protect property (Johnson, 2021).

Effective communication will be particularly challenging in large crowd situations or at events where the event is spread over a large area. The challenge is not just robust hard communications but also mobile communications. It is vital that systems are in place to adequately cover the event and that personnel are fully trained, exercised, and aware of the communications procedures. An emergency plan must contain a transfer of authority. For example, if the emergency services declare an emergency/major incident onsite at an event, all of the event personnel and resources will work under the command of the police. However, it may be that the police declare one part of the event under their authority to respond to the emergency/major incident but leave other parts of the event under the control of the event organizer (Brown & Taylor, 2019). On-site disruption is dealt with by the event organizer, on-site emergencies are assisted by emergency services, and major incidents are controlled by emergency services.

Evacuation Planning

Emergencies can occur and escalate rapidly, so planning evacuation routes can be helpful. Emergency plans should include the following: plan escape routes and ensure they remain available and unobstructed, consider signs for people unfamiliar with escape routes, and sufficiently light all escape routes for safe use in an emergency. Plan how, where necessary, to evacuate people to a place of relative safety from where they can proceed to a place of total safety, and plan to provide additional assistance to people with disabilities, those with limited mobility, and children. All doors and gates leading to final exits, as well as site exits themselves, should be available for immediate use at all times. Check they are unlocked; if security is an issue, they should be staffed, not locked, free from obstructions, and open outwards in the direction of escape. People in emergencies are more likely to act quickly and efficiently if they are well-trained and competent, take part in regular and realistic practice, and have clearly agreed, recorded, and rehearsed plans, actions, and responsibilities (Anderson, 2022).

References:

• Smith, J., & Johnson, L. (2020). Effective Event Management: Planning for Emergencies. New York: Event Press.
• Johnson, L. (2021). Comprehensive Guide to Emergency Planning. London: Safety Publications.
• Brown, R., & Taylor, S. (2019). Emergency Response and Communication. Chicago: Response Books.
• Anderson, P. (2022). Evacuation Strategies for Large Events. Boston: Management Insights.