The Dark Side of Events

www.initlive.com

The Dark Side of Events

Online Workshop – 10.27.16

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

InitLive Event Gurualyssa@initlive.com@InitLivewww.initlive.com

Alyssa Lancefield

PRESENTER

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.”

What could possibly go wrong?

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

Have any of these crises happened to you?

[polling question]

REAL STORIES

2013 Superbowl XZVIIPower Outage

2014 Food Safety SummitFood Poisoning

2016 Livingston CollegeHomecoming Fights

What do all of these events have in common?

What could have been done better?

IMPORTANCE OF CONTINGENCY PLANNING

“Not to take risk into consideration is in and of itself to assume a major risk.”

Peter Tarlow, Ph.D.

IMPORTANCE OF CONTINGENCY PLANNING

Having a plan can:

Reduce Stress

MaintainReputation

ReduceLiability

Hope for the best. Plan for the worst.

What you need to get started

WORKSHOP HAND-OUT

InitLive’s Event Emergency Action Plan Templateinitlive.com/resources

STEP 1: CONDUCT A RISK ASSESSMENT

Determine the most common & critical risks associated with the following characteristics of your event…

STEP 1: CONDUCT A RISK ASSESSMENT

1) Time of Day

STEP 1: CONDUCT A RISK ASSESSMENT

2) Venue

STEP 1: CONDUCT A RISK ASSESSMENT

3) Location

STEP 1: CONDUCT A RISK ASSESSMENT

4) Expected # of Attendees

STEP 1: CONDUCT A RISK ASSESSMENT

5) Demographic

STEP 1: CONDUCT A RISK ASSESSMENT

6) Weather Conditions

KEY SAFETY ELEMENTS TO FOCUS ON

• Event leaders / chain of command

• Plan of action for critical scenarios

• Signage, wayfinding & circulation

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

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)

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

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

INITLIVE MOBILE APP

• Access your event documents

at any time

INITLIVE MOBILE APP

• Access your event documents

at any time

INITLIVE MOBILE APP

• Contact staff via text, phone or email

INITLIVE MOBILE APP

• Broadcast messages to

targeted groups

INITLIVE MOBILE APP

• Broadcast text messages to

targeted groups

INITLIVE MOBILE APP

• Broadcast text messages to

targeted groups

SUBSCRIPTION DISCOUNT

Sign up for an InitLive subscription before Oct.31st

and receive a 10% back!

Go to app.initlive.com

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”

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

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.

INITLIVE RESOURCES

www.initlive.com/resources

Event Emergency Action Plan [template]

Event Day Emergency Packing List [checklist]

www.initlive.com

Q & A Send questions via the chat box

OR

Tweet questions & comments to:

#InitLiveEventSafety

InitLive Event Gurualyssa@initlive.com@InitLivewww.initlive.com

Alyssa Lancefield

CONTACT ME!

Keep calm and carry on…with a plan & a communication tool

www.initlive.com