Event planning organizers must ensure that they plan for possible emergency scenarios when coordinating their event processes. By taking a proactive approach to event emergency management, the potential hazards of the emergency can be mitigated, and a successful event can be achieved despite the unplanned issues.
Our team has many years’ experience planning for and mitigating event emergencies when helping clients book a professional speaker. We’ll highlight several emergencies and how to prepare for and deal with them as an event planner.
A Medical Emergency
Event organizers are responsible for the safety of all event attendees. The management staff should be trained to respond to potential medical emergencies, like a heart attack or severe food allergy. Those organizing the event should work with staff to build an emergency response plan that requires little medical knowledge on the part of the event planner and their staff. Rather, it should highlight how to best allow ambulance teams and trained medical professionals into and out of the venue should a medical emergency occur.
Keynote Speakers Fail to Arrive
While this might not be one of the emergencies that you were thinking of, it can be very detrimental to the event if the keynote speaker can’t make it. When booking a professional speaker for a corporate event, it’s important for event organizers to have a contingency plan already in place to respond to this issue if it happens.
Common aspects of a contingency plan might involve the use of a backup speaker already at the event, or to switch certain scheduled events around to allow time for the speaker to arrive. Other ideas include using technology to enable your speaker to join via a Skype call or other virtualization tools.
Sometimes, events (collegiate events in particular) with major speaking engagements can be controversial. Altercations might take place during some events, and because of this, it’s critical that event organizers understand if they need security, or if the speaker will. If security is needed, make sure that you give them an understanding of the event’s schedule, event floor plan, and any information they would need to prepare.
Prepare With Practice
Event planning teams can best prepare for any incident by going through a few practice drills. This will ensure that everyone understands who to notify in case of emergencies, whether it is to the volunteer fireman or to the head of security. At the very minimum, run one practice drill for a major emergency so everyone can be prepared.
By following these recommended event management procedures, organizers can enjoy successful events, no matter what transpires before, during or after. No event can be made entirely emergency proof, which is why it is essential to plan before hand.
We have experience working with event management teams from across the globe. We understand how to keep your event prepared for the worst. Contact us to get started on your event’s emergency action plan.