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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
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
Keep calm and carry on…with a plan & a communication tool
www.initlive.com
