To run a successful event, you will need to have an efficient safety plan which includes every detail, from the planning stage to purchasing a red carpet runner. One of your main goals when working in event management is to ensure people are safe at the event you are organizing.
That’s why you will need to create a safety plan for your event in advance. The ideal time to start working on your safety plan is a few months in advance which allows you to prepare everything on time. Also, this way you can revise it with other people who are also involved in this event. These people can be:
*Your client
*The venue management
*The ambulance service
*The police
*The fire and rescue service
*The local enforcement authority
Event Safety Plan’s Sections
You will need to work many hours on your event safety plan as you will need to take account of all the elements of the event and any procedure that is associated with it. Usually, the event safety plan contains numerous sections, and here are the most important ones.
#1 Event Overview
This will help you put everything into context, especially when you get new people to work on the event. An event overview should have all the information contained in your original brief but explained in more detail. Make all information simple and clear so anyone who starts reading it can easily understand it without requiring additional explanation.
#2 Venue Overview
In venue overview, make sure you cover all information, especially the ones related to contact and directional details. Also, the floor plan of your venue should be included here. If there is any specific information regarding the access to the venue, you will need to point it out in this section. Think about other relevant information when it comes to your chosen venue and include it in the overview.
#3 Risk Assessment
The risk assessment will show everyone what you consider to be potential risks. Here, you should outline all the potential threats which could harm your event in any way. Also, include the ways you will handle these risks, whether you will do everything you can to minimize them or you will remove them completely.
#4 Health, Safety and Welfare
There are numerous methods which you can use to ensure the welfare of your guests and security team during your event. While reading this document, the person will need to see an overview that you covered everything that’s required and other specific details that will have an impact on the outcome of your event.
#5 Food, Drinks and Traders
During the event, you will probably need to provide food to your guests. Also, your crew will need to be taken care of. In the event safety plan, you should include information about the food, such as the number of caterers you will have there and what type of food they will prepare. Your guests should also know where they can purchase water or other beverages. Keep in mind that not ensuring this information can lead to confusion at the event, which is something you definitely want to avoid.
#6 Security
Your event safety plan should contain information on how many staff will be working on site and any other procedures they will need to follow to ensure a successful event. Here, you can also point out which aspects will they secure to check once again if you covered all the aspects.
#7 Crowd Management
Obviously, crowd management is one of the most important sections of your plan. This might be interesting to the local authorities to see if you’ve taken adequate precautions to manage enormous movements of people. Identify all the ways you will manage your crowd during your event. If necessary, use your floor plan to explain it in detail.
Final Thoughts
Organizing an event is never easy, no matter how many times you do it. You will always have to be concentrated and work on every single detail to ensure the crowd’s safety. As an event organizer, that will always be your ultimate goal. The nature of the event can easily change, but if you want to see how successful the event was, just take a look at the safety aspect and you will know it right away.
