how to stop playing event crisis roulette
TRANSCRIPT
www.initlive.com
FOLLOW US!
HOW TO STOP PLAYING
EVENT CRISIS ROULETTE
WEBINAR INTERFACE
• Attendees are in listen-only mode• This webinar is being recorded for future on-demand playback• Tweet questions & comments to: #InitLiveEventSafety
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EVENT CRISIS EXAMPLES
Missing Child Serious or fatal injury
during event
Late Speaker Dramatic weather change
So...How do you keep calm & plan for an
event that will carry on?
3 EVENT STAGES
Pre-event During event Post-event
EVENT CRISIS PREVENTION PLANNING
3 Stages
Consideration
Documentation
Distribution & Implementation
CONSIDERATION: BRAINSTORM
• Imagine that it’s the day of your event
• Create a list of ALL possible risks / threats / emergencies for your event type
Examples:• Indoor Event
• Fire exits & egress• Crowd control • Power outage• Bomb threat
CONSIDERATION: BRAINSTORM
Examples:• Outdoor Event
• Weather• Parking• Noise levels • Vandalism
CONSIDERATION: BRAINSTORM
• Consult colleagues• Create new roles, role descriptions & requirements based on your safety considerations
CONSIDERATION: BRAINSTORM
What communication tools are you using?
CONSIDERATION: COMMUNICATION
Are you using too many tools?Are they communicating with each other
effectively?
CONSIDERATION: COMMUNICATION
Are those tools ideal for your event type?
CONSIDERATION: COMMUNICATION
What will you do if they fail?
CONSIDERATION: COMMUNICATION
How will you contact targeted groups quickly?
CONSIDERATION: COMMUNICATION
CONSIDERATION: COMMUNICATION OPTIONS
Pre-event
• Email• Phone / Skype• Social Media• Mobile Volunteer App
During event
• What’s App• Walkie Talkies• Speakers• Mobile Volunteer App
Post-event
• Email / Phone / Skype• Excel Spreadsheets• Social Media• Mobile Volunteer App
DOCUMENTATION
o Event overviewo Role descriptions of
all event officialso Chain of commando Safety Plano Contingency Plano List of Contactso Signatures
Prepare an Event Emergency Action Plan (EAP)
InitLive TipYou can use the template on our
resource page! InitLive.com/resources
DOCUMENTATION
Who is an EAP for?
DOCUMENTATION
Why prepare an EAP?
DISTRIBUTION & IMPLEMENTATION
Pre-event
• Signatures for EAP• Training meetings
During event
• Quick access to important documents (print-outs, digital, mobile app?)
Post-event
• Reports on what happened
HELPFUL EVENT TECH TOOLS
Pocket Planner• Applies industry standards to calculate food, beverage, staffing and safety needs.• Calculates the # of safety exits and fire extinguishers needed based on the # of people within a space
socialtables.com/product/pocket-planner
HELPFUL EVENT TECH TOOLS
iBeacon / Beacon Technology• Mobile technology to engage smartphone-attached attendees• Can send/receive notifications using Bluetooth• Can be used to notify all attendees quickly in the state of an emergency
HELPFUL EVENT TECH TOOLS
InitLive• Integrated Contact Information• Document Sharing• Broadcast Messaging• Chain of Command• Volunteer Check-in Status
InitLive.com
INITLIVE RESOURCES
www.initlive.com/resources
Enhance Event Communication
Checklist [infographic]
Event Emergency Action Plan [template]
How to Boost Event Safety [blog]
