Thinking about your risk management measures is one of the most essential things that you must do when planning an event. As an event planner, you always want your event to run smoothly but there are times when inevitable things like accidents or scuffles happen. So you must identify areas of concern, meticulously plan your event safety procedures, and be prepared to implement them on the day of your event.
You must ensure that everyone is protected. The consequences of not considering the hazards and planning for them can put lives in peril and hurt your entire team’s reputation. As a starting point, here are 7 important considerations that every event planner must take into account.
7 Things an Event Safety Plan Must Include
1. Crowd Management
Safety can be compromised when there are huge gatherings of people in a venue. There must be an event safety plan on how to control the crowds. Your team must consider how people will enter and exit the gates to prevent bottlenecks. Manage the flow of people like those lining up to buy tickets. Make sure there are clear signages that guide people where they should go and stay at the event site. If there is crowd-pushing, your marshals must always be on standby in case of commotion.
2. Event and Production Equipment
Take into consideration every piece of equipment you are bringing to the venue and assess the dangers associated with it. These can be electrical installations, heavy apparatus that can topple, wobbly scaffoldings, or loose cords that might cause trip hazards. You can include in your event safety measures hiring the services of a professional lights supplier that can provide good lighting in the entire venue to avoid mishaps like slipping and falling. This helps the attendees to move freely on-site. Stable fixtures are also necessary to keep everyone safe during the event.
Red Damien is a trusted provider of professional lights and special effects with more than 10 years in the industry. Its state-of-the-art-equipment can turn any stage design into a huge success. Red Damien’s lights and special effects rental equipment can illuminate the stage and fill it with stunning special effects to make your event extraordinary.
Worry no more about your stage fixtures. With Red Damien’s stage and trusses rentals, you can be assured that all fixtures and equipment are held securely to keep the people safe on-site.
3. Transport and Traffic Management
Event safety is a primary concern and proper transport and traffic management plan must be in place. You need alert marshals, clear signages, and sufficient parking space for people attending the event. While marshals guide the attendees, signages can give directions like where to park, enter and exit the venue, and buy refreshments. Estimate the number of cars that will be parked in the assigned areas and how you will manage the traffic flow. A badly executed parking scheme can cause accidents that may affect your event safety plan.
4. Food Safety Considerations
Foods must be prepared and cooked in a clean environment. Avoid cross-contamination and ensure that all kitchen utensils and work surfaces are sanitized. Proper event safety procedures concerning foods must be strictly followed whether the venue is indoor or outdoor. If there are vendors selling food and refreshments on-site, make sure they all have the necessary permits. You can also check how they store, prepare, cook, and serve the food to attendees. You do not want your event to receive negative feedback due to food poisoning.
5. Medical Assistance
Accidents sometimes happen during events. Make sure to include this concern when you are creating event safety specifications. Provide a designated area with available medical supplies for the first aid staff so people can go there in case of injuries. It is vital that you know where the closest hospital is located. You can also have an ambulance on standby.
6. Aggressive Behavior
Aggressive behavior is due to dissatisfied players or their fans during a sports competition, a drunken participant, a heated argument among attendees, or someone deliberately causing chaos. One of the event safety measures that you can do is to assign several trained security personnel who will patrol the venue and its surroundings. Announce to everyone that any violent behavior will not be tolerated and is grounds for immediate expulsions.
7. Proper Training of Staff
You must properly train your staff on event safety guidelines and their specific duties a few days or weeks before the event. They must be well-trained in case of an emergency and not panic. Your staff must get the necessary briefing on the day of the event. Protect your staff by giving them the appropriate training and safety equipment they will need in performing their jobs.
ALSO READ: Audio System Repair and Maintenance Tips to Keep Your Equipment in Tip-Top Condition
An event safety plan is beneficial for every planner to reduce or eliminate the risks of accidents, fights, food poisoning, and other medical emergencies. There are times when unwelcome incidents occur as much as you want your event to run seamlessly. Having safety procedures in place will make you and your team more prepared during the event. Do not take for granted the importance of keeping everyone safe because not doing this can endanger lives and may tarnish your team’s reputation.
Red Damien is one of the most reliable providers of professional lights & sounds in the country. Our lights and sounds rental equipment are approved and used by industry professionals to give you HD quality sound and special effects that can have a significant impact on how your event can become a success. Are you looking for high-quality equipment for your next big event? Get in touch with Red Damien.
