By Kait Shea
In this era of routine terrorist attacks, devastating natural disasters and political unrest, it’s the million-dollar question plaguing the industry: How could this threat have been avoided? From eliminating foreseeable risks to being prepared for the worst, there’s never been a more critical time for event marketers to arm themselves with the intelligence and resources necessary to maintain safe and secure events.
Earlier this fall, Event Marketer faced the issue head-on with a free online event safety conference featuring five industry experts who offered best practices for protecting attendees, preparing for incidents and communicating key information in the event of an emergency. As we look ahead to the new year, we offer their top tips for keeping events safe and secure in 2018… and beyond.
Connor Fitzpatrick, COO at CrowdRx
1. Document everything.
You’ll hear it over and over again. In the event of an emergency, especially a medical crisis, documenting the incident is vital to keeping insurance premiums in check and staff informed.
“You want to document everything to make sure your insurance is covered, your event is covered and everyone knows what happened,” says Connor Fitzpatrick, coo at event medical services company
CrowdRX. “It’s key to remember in medicine, if it’s not documented, it did not happen.” The reports can be as simple as a first aid log noting that you’re giving away Tylenol or Band-Aids. Remember to include the name, date of birth, phone number and what the attendee requested or needed. More advanced medical situations call for a detailed patient care report with an indemnity statement. “This is key to make sure your insurance premiums can be reduced as a result,” Fitzpatrick adds.
2. Find a Venue That Prioritizes Attendee Safety.
When it comes to selecting a location for your event, make sure the venue is willing to do its part to communicate key messaging to attendees. Remember: if an incident occurs, cooperation will be key.
“I’ve been to events lately, and you will see at many of these major venues, the venue itself is taking time to express to people, ‘Here’s what you do in the event of a need to clear the facility,’” says Scott Carroll, executive vp at Take1 Insurance and secretary of the Event Safety Alliance. “At outdoor events now, announcements are being made ahead of time that if there is an event that requires clearance, here is where you go. In some places, like an open-air field, if a weather event were to come through, the shelter might be—and this is what the venue would announce—go to your cars. That may be where the safest place is. At most venues, you’re told that now.”
3. Establish a Chain of Command.
Might sound like a no-brainer, but establishing exactly who is in charge of what and when can save precious minutes in an emergency. From brand ambassadors to event managers, everyone should be crystal clear about what their role entails.
“The key thing here is when it comes to decision-making, who is in charge?” says Shannon Jones, vp at …read more