How to Make an Emergency Plan

Emergency Plans are important for an event because workplaces can have an effective plan just in case of an incident or emergency occurs event managers can act in the most suitable and efficient way possible. Examples of an emergency for an outdoor event like Plattfeilds bonfire would be, Suspicious package (terror threat/bomb), Fire, Structural Collapse, Extreme weather, Public order, Accident/Illness, Evacuation Procedures (full or partial). This emergency plan needs to be in proportion to the level of risk presented by event activities and the potential extent and severity of the incident.

Key Components of an Emergency Plan

Emergency plans must contain firstly the purpose of plan, operation of the emergency plan including the roles and the transfer of command, emergencies that could occur at the event, communication methods including codes (including script for encoded messages), alert procedures, communication with staff and the public, site map including emergency exits, disabled access and 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 (eg 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), protect property.

Challenges in Communication During Emergencies

Effective communications will be particularly challenging in large crowd situations or at events where the event is spread out over a large area. The challenge is therefore not just robust hard communications but also mobile communications. It is vital systems are in place to adequately cover the event and that personnel are fully trained and exercised and aware of the communications procedures.

Transfer of Authority During Emergencies

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 as under their authority in order to respond to the emergency/major incident, but leave other parts of the event under the control of the event organiser. On site disruption (dealt with by Event Organiser), On site emergency (assistance by Emergency Services), Major incident (control assumed by Emergency Services).

Planning Evacuation Routes

Emergencies can occur and escalate rapidly so planning evacuation routes can be helpful, emergency plans should include the following plan escape routes and make sure they remain available and unobstructed, consider signs for people unfamiliar with escape routes, light all escape routes sufficiently for people to use them safely in an emergency. Plan how, where necessary, you will evacuate people to a place of relative safety from where they can proceed to a place of total safety, plan to provide additional assistance to people with a disability, 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, open outwards in the direction of escape. People in emergencies are more likely to act quick and efficiently if they are well trained and competent, take part in regular and realistic practice, have clearly agreed, recorded and rehearsed plans, actions and responsibilities.