Do you remember the recent fire wreckage during the “Make in India” event in Mumbai? It’s a perfect example of how even the minutest of negligence of the part of the organisers while planning an event can lead to disastrous consequences! Here are 6 safety tips that will help you plan a safer event.
1. Make a List of Worst-Case Scenarios
It’s always better to be prepared for an accident rather than finding the right solution afterwards. This is why when you’re planning your next event, jot down a list of possible risks, threats, and hazards that will affect anyone on site, including the participants, attendees, special guests and staff. Calculate your risks, taking into consideration the venue, region, date, attendee base, weather, industry type, and event type.
2. Chalk Out a Course of Action
After highlighting all the possible risks, note down the tactics and best practices you can implement to overcome each risk. Also document the potential actions in case of an emergency.
3. Train Your Staff and Volunteers
Throughout the event, any staff or volunteer can run into an emergency situation. Therefore, it’s always a recommended that you spend enough time to train your staff handle a crisis situation. This will ensure your event is safer and better equipped with solutions.
4. Practice, Practice, and Practice
Before the event day, your team should already know the action plan for every possible emergency situation. Practicing safety measures is a great way to ensure this. Also have Q&A sessions with them to weed out any doubts or questions they may have. Remember, the more questions you answer, the fewer questions they will have on the event day.
5. Have a Solid Communication Strategy
Only a good communication strategy will keep everyone in your team connected during the event. Also, document how you are going to keep in contact with the dispersed groups of people, attendees, and speakers, etc. Many planners prefer sending individual SMS text messages to their set up crew, or manually relay a verbal message to their registration staff, use social media chat groups to contact their volunteers or walkie-talkies to communicate with their security officers.
However, it’s important to choose a medium that all your teams can use promptly and efficiently. For instance, social media might seem like a great way to stay connected but in case of network issues, it won’t be such a good idea.
6. Use the Right Technology
There are plenty of event tools in the market that cover various aspects of event planning—like scheduling, idea sharing, communicating etc. These and these are some event planning tools you can check out to make your event planning safer and smoother.
Follow these tips and be prepared to handle and mitigate any disaster that may happen during an event.