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An outdoor event is a success when you plan every occurrence in detail. Of course, you would always want the show to run smoothly as an event manager. But sometimes, there's a low but potential chance of emergencies.
So, make your event emergency proof with prior planning and precautions. It will minimise the effect, but it will also give you the confidence to run the event. So, here it is, a complete guide to outdoor event emergency plans. Let's have a look! 

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Evaluating Potential Emergency

Emergency Plan

While planning an outdoor event, the worst mistake you can make is to rule out some possibilities. No matter how successful your event is, it would be best to consider minor possibilities and prepare a plan. Some of the most common occurrences that can happen which are out of your control are:

  • A gas leak of fire
  • Bomb threats which can be real or hoax
  • Architectural failure and collapse of the stage
  • Unpredicted Weather Change
  • Crowd Related Issues
  • Natural calamities like an earthquake

Guide to Outdoor event emergency plan includes three steps. These are "Plan" a rescue operation, "Evaluate" the scenarios and "Respond" to them quickly and smartly. An emergency can be real or can be the result of a rumour. So, with a place holding so many people, what's your next step? Let's have a look!

Planning the Outdoor Event Emergency Plan

  • Take Help of Concerned Authorities

While planning out the event, inform concerned authorities about the show. Discuss its nature and the potential risks, and how you can take precautionary steps. So, don't forget to share your plans with:

  • Police
  • Fireteams
  • Ambulance Services
  • Emergency planning team
  • Venue management team

Deploy all these teams in your event and explain the schedule, audience size, etc. Then, take their views and ask them to bring in all the emergency rescue equipment.

  • Establish Proper Signage for Ways

Considering and implementing proper signs in your event is very crucial. Invest in bold, large signage which is visible from a distance. For example, a sign for entry, exits, emergency routes, first aid, and rescue departments is good. 

Also, signage for water and restrooms can avoid unnecessary crowding and let everyone follow their routes. Digital signages are also great, and you can install them according to your budget. Crowding can sometimes lead to small accidents, so maintain a proper signage system, so everyone finds their way. 

  • Radio and Announcement Facility

One of the best ways to coordinate with all the teams at the venue is through radio phones. Then, everyone can act immediately and assess the severity of the accident. Also, an announcement facility with speakers all over the venue, including restrooms, is important.

  • Minimise the Obstructions

It would be best to reduce the obstructions as much as possible because an emergency can lead to accidents. Tame all the wires near the stage, and bring them below the carpet or floor. Also, practise it for the outdoor event venue. 

Keep sound systems and all the decor away from the path. You can invest in wall decor and minimise anything on the ground. Also, check the flooring if it has pits and other gaps on stairs, etc., making high heel wearers fall. Make it as clean and unobstructed as you can.

  • Smoke Checks

smoke detector installation

Install smoke detection systems all around the venue. It can be very helpful in saving everyone safely before an accident.

  • Recheck the Decor

Make sure all the decor items like tablecloths, linens, and drapes are fireproof. It may also have retardants. The chances are high that you may be renting these accessories; check the company's certificate if they're current.

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Evaluate the Emergency

If you get any news, it is time to put the guide to the outdoor event emergency plan in action. First of all, consider and evaluate the source of the emergency. Then, if the audience is still unaware, break the situation to them with utmost care. 

Ask them not to panic and explain the evacuation procedure. Also, if the emergency has already landed in their ears, ask them to stop and wait for the teams. Sometimes the situation can result from a rumour, so providing necessary information to the audience as soon as possible is good.

Response to the Emergency

These are the most common responses to any emergency:

  • Create an Emergency Alarm

Gather information from reliable sources and alarm the audience with the help of announcements. Be honest and provide factual information but don't create a panic. Ask them to be calm, and you have all the emergency tactics to deal with. 

  • Inform and Call all the Teams

Activate all the teams and inform all the emergency authorities about the situation. It can be an earthquake, hoax bomb news, crowding, fire etc. you must remain assertive and start acting.

  • Deploy Evacuation Teams

Ask people to follow signage for emergency exits. Also, ask the evacuation team to help the vulnerable like children and the specially abled. Taking injured persons to safe spots is very important. The evacuation team must assure the people of their safety and help them to calm down. A responsible emergency plan includes a proper check on doors and if they can handle people. 

evacuation

  • Use of Fire Extinguishers

All the event personnel must know the location of fire extinguishers and learn how to use them. In a rehearsal, always check if they have enough gas. In addition, provide signage for fire extinguishers that have a guide.

  • Provide Medical Assistance

Take the injured people to first aid in an ambulance for first aid. There must be an on-site ambulance with basic needs; the event teams must know how to give CPR rescue breaths. Next, take the Severely injured to the hospital and ask the medical team to contact the hospital. 

  • A Safe Spot

There must be a safe spot outside the premises. The evacuation team must assess everyone and provide the needed support. Brief them and assure them that everyone is back to safety and further procedures are in the process.

Bonus Tips

So this was a complete guide to outdoor event emergency plans. No one wants to encounter any emergency between the events, but some scenarios are unpredictable.

So, evaluate your audience, nature of the event, and potential risks and deploy the team accordingly. Coordinate everyone and always have mock drills for emergencies. All this preparedness will make you confident and minimise the loss effectively.

Read How to Conduct a Successful Workshop

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