the dark side of events
TRANSCRIPT
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www.initlive.com
The Dark Side of Events
Online Workshop – 10.27.16
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WEBINAR INTERFACE
• Attendees are in listen-only mode
• This webinar is being recorded
• Send your questions via the chat box
• Click the polls tab to answer our polls
• Tweet questions & comments to:#InitLiveEventSafety
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GOAL OF THIS WORKSHOP
To educate event professionals on event safety
To provide helpful tools & resources to make event
safety planning more efficient and effective
To help planners improve the way they communicate
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What do we mean by the “dark side of events”?
Aspects of eventplanning that wedon’t like to think
about or deal with.
Disasters (big & small)that may strike
during your event.
Anything thatdoesn’t go to planduring your event.
Murphy’s Law:“Anything that can go wrong, will go
wrong.”
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What could possibly go wrong?
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Natural hazards
Fire
Building/Structural collapse
Mobs/Overcrowding
Alcohol & Overconsumption
Bomb Threats / Terrorism
Theft
Food PoisoningRunning out of food & water
Bad Wifi
Power Outage
Technical Difficulties
Injuries / Health Emergencies
Vendor Delays
Late Speakers
Aggressive Behavior
Heart Attack
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Have any of these crises happened to you?
[polling question]
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REAL STORIES
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2013 Superbowl XZVIIPower Outage
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2014 Food Safety SummitFood Poisoning
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2016 Livingston CollegeHomecoming Fights
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What do all of these events have in common?
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What could have been done better?
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IMPORTANCE OF CONTINGENCY PLANNING
“Not to take risk into consideration is in and of itself to assume a major risk.”
Peter Tarlow, Ph.D.
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IMPORTANCE OF CONTINGENCY PLANNING
Having a plan can:
Reduce Stress
MaintainReputation
ReduceLiability
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Hope for the best. Plan for the worst.
What you need to get started
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WORKSHOP HAND-OUT
InitLive’s Event Emergency Action Plan Templateinitlive.com/resources
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STEP 1: CONDUCT A RISK ASSESSMENT
Determine the most common & critical risks associated with the following characteristics of your event…
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STEP 1: CONDUCT A RISK ASSESSMENT
1) Time of Day
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STEP 1: CONDUCT A RISK ASSESSMENT
2) Venue
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STEP 1: CONDUCT A RISK ASSESSMENT
3) Location
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STEP 1: CONDUCT A RISK ASSESSMENT
4) Expected # of Attendees
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STEP 1: CONDUCT A RISK ASSESSMENT
5) Demographic
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STEP 1: CONDUCT A RISK ASSESSMENT
6) Weather Conditions
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KEY SAFETY ELEMENTS TO FOCUS ON
• Event leaders / chain of command
• Plan of action for critical scenarios
• Signage, wayfinding & circulation
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KEY SAFETY ELEMENTS TO FOCUS ON
• Easy to access important documents
• Have an emergency kit on hand
• Pre-event training for staff & volunteers
• An efficient communication system
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WHAT TO DO WHEN AN EMERGENCY HAPPENS
• Stay calm
• Identify the risk(s) at hand
• Strategize quickly with trusted event team members
• Decide your best course of action
• Broadcast the plan to your event team (using InitLive)
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HOW INITLIVE CAN HELP
• Set-up your chain of command
• Create clearly defined roles with role descriptions
• Create & track qualifications
• Upload your Emergency Action Plan + other important
documents into your event documents
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INITLIVE MOBILE APP
• Know who’s checked-in & their location
• Easily reallocate resources & move
people around
• Allow staff/volunteers to communicate
up the chain of command
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INITLIVE MOBILE APP
• Access your event documents
at any time
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INITLIVE MOBILE APP
• Access your event documents
at any time
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INITLIVE MOBILE APP
• Contact staff via text, phone or email
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INITLIVE MOBILE APP
• Broadcast messages to
targeted groups
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INITLIVE MOBILE APP
• Broadcast text messages to
targeted groups
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INITLIVE MOBILE APP
• Broadcast text messages to
targeted groups
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SUBSCRIPTION DISCOUNT
Sign up for an InitLive subscription before Oct.31st
and receive a 10% back!
Go to app.initlive.com
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WHY COMMUNICATION IS KEY
“Failures in communication and coordination between agencies have been pitfalls in the advancement of
disaster preparedness”
Danielle M. McCarthy – “Enhancing Community Disaster Resilience through Mass Sporting Events”
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WHY COMMUNICATION IS KEY
• You can’t see everything & be everywhere
• Speeds up decision-making
• Efficient communication can save precious time
• Discreet communication prevents the spread of
sensitive information
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ACTION ITEMS
• Make event safety & risk management a central
part of your planning
• Collaborate with experts in this area
• Focus on the high risk & high probability scenarios
• Use InitLive to help you plan before, during & after
for a safer event.
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INITLIVE RESOURCES
www.initlive.com/resources
Event Emergency Action Plan [template]
Event Day Emergency Packing List [checklist]
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www.initlive.com
Q & A Send questions via the chat box
OR
Tweet questions & comments to:
#InitLiveEventSafety
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Keep calm and carry on…with a plan & a communication tool
www.initlive.com