Core elements of an event emergency plan
A robust emergency plan prioritizes attendee safety and provides staff with clear actions for common incidents. The plan should be concise, accessible, and rehearsed.
Essential components:
- Emergency contacts: venue security, local EMS, fire department, and key staff phone numbers
- Evacuation routes, assembly points, and disability evacuation procedures
- Roles and responsibilities for staff during an emergency
- Communication plan: who notifies attendees, media, and stakeholders
- Medical response plan, including onsite first aid locations and trained personnel
Preparation steps:
- Conduct a site walk to identify hazards and safe routes.
- Share the plan with vendors and local authorities if needed.
- Train staff and run tabletop exercises or drills before the event.
On the day:
- Keep printed copies of the plan and share digital versions with staff.
- Have emergency kits (flashlights, radios, basic tools) and AEDs accessible.
A clear, practiced emergency plan reduces confusion and improves outcomes if an incident occurs.