The role of an event manager is to plan and execute events while ensuring the safety and satisfaction of all participants. When organizing any event, safety should always be the number one priority. There are many potential risks at large events like crowds, extreme weather, equipment issues etc. that could lead to dangerous situations if not properly planned for. As the person responsible, the event manager must take every precaution to minimize risks and be prepared with contingency plans in case something goes wrong. Here are some key things an event manager should do to ensure safety:
Conduct Thorough Risk Assessments
The event manager must conduct detailed risk assessments looking at all potential hazards and develop plans to address them. This includes assessing venue safety, emergency exits, equipment, crowds, weather etc. For each identified risk, the manager should rate the likelihood of occurrence and severity of impact so higher priority risks can be addressed. Things like crowd crushes, fire hazards, power failures should be highlighted. A safety team with security, medical personnel and event staff should be created to monitor and manage risks.
Develop Emergency & Contingency Plans
The manager must have emergency and contingency plans ready for various scenarios like injuries, extreme weather, crowd issues, technical failures etc. Medical and security staffing should be as per expected footfall. Evacuation plans, crowd control, emergency announcements should be in place. Response teams must conduct drills to practice protocols. Critical spares, backups, alternate arrangements should be planned in case equipment like power, sound fails. Crisis communication plans to quickly inform and guide attendees during emergencies should be ready.
Ensure Venue & Vendor Safety
The manager is responsible for safety of the entire venue including stages, seating, facilities, entry/exit points, signage, barriers etc. Regular inspections must be conducted to identify and mitigate risks. Safety certifications, permits, insurance should be confirmed. Reputable vendors adhering to safety norms must be selected. Equipment like stages, lights, pyrotechnics etc. must be securely installed and tested. Load-bearing capacity should be adequate for crowds. Fire marshals and personnel must monitor compliance.
Monitor Weather Forecasts
The manager should track weather forecasts starting weeks before the event. Contingencies for rain, heat, storms should be arranged such as protective coverings, cooling mist fans, modified schedules etc. Weather triggers for evacuation, closure should be defined and announced if those thresholds are crossed per safety guidelines.
Manage Crowd Size & Flows
Expected crowd size, entry queues and movement within the venue should be planned to prevent overcrowding and stampedes. Limit tickets sold, orderly entry queues, multiple entry points, sufficient barriers, guards can regulate crowds. Designated exits and escape routes should be marked for safe evacuation. Crowd circulation within venues should have clear paths of adequate width. Popular areas like stages and stalls should have crowd control barriers. Capacity signage and occupancy limits should be displayed and enforced.
Train Event Staff on Safety Protocols
All event staff including security teams, ushers, tech crews, vendors should be brieflyed on safety protocols including emergency plans, evacuation routes and their roles. Practice drills must be conducted for key scenarios. Staff must monitor safety during the event and report issues immediately to the manager. Their quick coordinated response is crucial in emergencies so thorough training is essential.
Promote Safety in Communications
Event announcements, signage, website and social media should advise attendees on key safety matters like entry delays, emergency exits, weather risks, prohibited items etc. This sets expectations, minimizes risks due to unfamiliarity and gives clear instructions in case quick communication is needed during an emergency.
Have Backup Plans
Despite the best preparations, some things can still go wrong. Power failures, speaker malfunctions, crowd unrest etc. can happen unexpectedly. The manager should anticipate and have backup plans ready like generators, spare equipment, additional security or contingency programming. Quick coordinated response as per backup plans can mitigate issues before they escalate.
Key Areas to Focus Safety Planning On
While safety should be considered for all aspects of the event, some key areas need special focus when planning for participant safety:
Food & Beverage Safety
Food poisoning is a serious risk at events with catering and food stalls. Strict cleanliness and food handling protocols should be defined. Licenses, storage, expiration dates, cooking processes, handling instructions should be checked. Food samples should be tested. Potable drinking water sources should be ensured. Trained sanitation staff should monitor compliance. Medical teams should be ready to respond to food-borne illness cases.
Stage & Technical Safety
Stages, lighting, pyrotechnics, speakers etc. pose safety risks of collapse, fire, electrocution etc. Qualified rigging crews should install and inspect equipment as per safety guidelines. Technical rehearsals should check for safety issues. Fire retardant materials should be used. Fire personnel must be present. Contingencies for tech failures should be ready.
Adverse Weather Preparedness
Events outdoors or in temporary tents are vulnerable to weather risks like high winds, lightning, rain etc. Structural integrity should be ensured. Weather triggers for evacuation should be set. Contingencies like protective coverings, rainwear, alternate indoor options should be arranged. Weather forecasts should be continually monitored.
Crowd Control & Security
Crowd crush, stampede, unrest risks should be planned for by managing entries, crowd size, flows and exits. Trained security should enforce limits, defuse tensions and quickly respond to issues. Medical teams and facilities must be available for emergencies arising from crowd problems.
Fire Safety & Response
Flammable materials used in decor, pyrotechnics, equipment etc. make fire a big risk. Fire retardant goods should be preferred. Regular inspection for hazards is needed. Adequate fire extinguishers, suppression systems, personnel and exits should be in place. Combustibles should be kept away from ignition sources. Staff should be trained in fire response.
Medical & First Aid Provisions
With large crowds, injuries and health issues are likely. Depending on the scale, paramedics, ambulances, first aid rooms and tie-ups with hospitals should be arranged. Response teams must be able to reach any spot quickly. Volunteers could be trained in basic first aid. Medical emergencies like heart attacks require urgent expert care.
Communication of Safety Information
Attendees may be unfamiliar with the venue and safety provisions. Important information on emergency exits, first aid, prohibited items, emergency plans etc. should be clearly communicated beforehand and during the event via signage, announcements, social media and event staff. Quick dissemination of accurate information is vital in emergencies to avoid panic.
Potential Major Incident Scenarios
The event manager should specifically prepare for effective response to major emergencies that could occur. Some examples include:
Severe Weather Emergencies
Storms, lightning, high winds etc. may require full or partial event closure, evacuation of outdoor areas, crowd control and redirection to safe indoor zones, securing of equipment and facilities, contingency programming etc. Delayed or limited transportation due to weather must be considered.
Fire Emergencies
Fires may necessitate evacuation, emergency alerts, suppression by personnel, coordinating entry of fire responders, providing access routes and floor plans, isolating impacted zone etc. Attendees may require guidance to exits if smoke spreads. Headcounts should confirm full evacuation.
Crowd Related Emergencies
Crowd crushes, surges, stampedes, violence etc. require urgent crowd control like opening additional exits, isolating and expanding congested areas, emergency stop of performances, coordinated response by event staff and security. Prompt medical aid to injured is critical.
Stage or Structural Collapse
Partial or full collapse of temporary structures like stages requires urgent evacuation from hazardous zones, rescue operations by skilled personnel, medical assistance, assessing and cordoning off damage etc. Safe exit routes must be quickly designated and communicated.
Multiple Casualty Incidents
Mass casualty occurrences like food poisoning, fire, crowd crushes etc. can strain emergency response capabilities. Offsite medical facilities may need to be roped in. Triage and treatment zones should be set up. Transport of large injured numbers must be arranged. Updated headcounts are important.
Physical or Cyber Threats
Terrorism, active shooter, bomb threats, hacking of critical event systems etc. require highly trained security response as per strictly defined protocols. Isolating and securing threatened areas, safe crowd evacuation and emergency notifications are key.
Post Event Reviews for Continuous Improvement
After each event, a detailed post-event review should be conducted to improve safety planning for future events. Some aspects to analyze include:
Incident Reviews
Any incidents or near-misses during the event should be examined in depth for root causes like planning gaps, procedural non-compliance, inadequate equipment, communication failure etc. Learnings must be derived to strengthen protocols. Appreciation for quick thinking staff that contained incidents also drives improved preparedness.
Risk Assessment Audits
The risk assessment for the event should be re-evaluated to check if any potential hazards were missed or their likelihood/impact incorrectly rated. Any new risks spotted should also be incorporated. This allows continuous evolution of the risk assessment framework over time.
Emergency Drill Reviews
The execution of emergency drills by staff should be reviewed to identify areas of deficiency like wrong protocols, lack of coordination, delays etc. as well as strengths like ingenuity, leadership etc. Gaps must be addressed via amended training and procedures.
Staff & Attendee Feedback
Constructive feedback on safety arrangements should be taken from both attendees and event staff. Experienced staff input in particular helps spot risks and suggest improvements. Guest feedback indicates safety concerns that affected their event experience.
External Safety Audits
Third party safety auditors should be engaged post-event to identify issues and benchmark with industry best practices. Newer approaches like computer modeling, virtual simulations etc. can also be utilized. Their unbiased expert feedback helps enhance safety.
Appointing Safety Manager
For very large events, consider having a dedicated safety manager within the organizing team overseeing all aspects of participant safety including risk mitigation, emergency planning, coordinating response teams and post-event reviews. This provides clear accountability.
Conclusion
Ensuring participant safety requires methodical planning by the event manager encompassing risk assessment, appropriate staffing, emergency preparation, contingencies, safety communications and diligent monitoring throughout. Priority should always be given to life safety with zero tolerance for shortcuts or overlooking known issues. Savings from lower security or medical provisions could extract a very high human cost if something goes wrong. With large uncontrolled crowds, full proof safety is impossible but a responsible manager leaves no stone unturned to prevent any foreseeable incident within their control. If the worst still occurs, coping better through scenario readiness and quick coordinated response makes all the difference. This builds confidence in the event team, which enables participants to enjoy the event safely and drive the success of future editions.