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Emergency Preparedness and How We Create our Event Safety Plans (ESP)

August 20, 2024

By Jamie Hellesen

In our industry, every detail matters, and that couldn’t be truer than with event emergency preparedness. Ensuring the safety and well-being of our guests, vendors, and staff is paramount. With over two decades of experience in the events industry, I have learned that while you can’t predict every scenario, you can certainly prepare for most of them. That is where an Event Safety Plan (ESP) comes into play.

The foundation of event safety is understanding the core elements. Here is a list of items you should consider including in your ESP and questions to ask when crafting one.

  • Client Emergency Contact
    • Who is the decision maker from the client’s team? (This should be ONE person who makes the final call, not a group)
    • Does your client travel with a security team?
    • What role will the security team play?
  • Venue Contact Information
    • Who is the venue manager?
    • Does the venue have a security team onsite and what is their protocol for emergencies?
    • Does this event warrant having an EMT onsite if the venue does not provide one already?
    • Is anyone onsite CRP Certified?
  • Hospital & Pharmacy
    • What is the closest hospital to the venue?
    • Where is the closest 24-hour Pharmacy to the venue?
    • If there isn’t a 24-hour Pharmacy nearby, where is the closest pharmacy and what are their hours?
  • Rally Points & Evacuation Plan
    • Where is the primary location and the secondary location from the hotel or venue in case of a fire or evacuation?

When executing large events, it is always best to schedule a pre-event walkthrough with the venue’s security team. This will help you better understand the chain of command and emergency protocols. You can also run through the emergency checklist in person so you are better prepared should an emergency arise.

  • Emergency Checklist
    • Where are all the emergency exits located?
    • Is there a defibrillator on the premises and where is it located? Who is trained to use it?
    • Is there a first aid kit on the premises and where is it located?
    • Review all the above details with ALL onsite event staff

 

The power of preparation, in any event situation, is crucial to all emergency scenarios. Preparing an ESP will ensure you stay composed and handle each emergency, no matter how big or small, calmly and confidently.

In a high-pressure emergency, making quick, informed decisions can sometimes be a matter of life or death. Not to be dramatic, but it is true! It is always best to go with your gut and be overly cautious rather than too timid.

In our fast-paced world of event management, prioritizing safety isn’t just a responsibility—it’s a commitment to excellence. Creating a detailed ESP for an upcoming job will ensure you handle emergencies with as much ease as possible. Arm yourself with knowledge, stay calm under pressure, and always put safety first!

 

*It is Corinthian Events protocol to create an ESP when we are fully managing all aspects of an event, the guest count exceeds 250 guests, we are working at an outside venue, and/or when an ESP is requested by the client. These are baseline criteria to prompt the creation of an ESP, though all events are evaluated on a case-by-case basis.

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