Event Planning
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Planning Safe Events

Safe Event Planning - Part 1
Event Overview
- Site Plans
- Structures and Equipment
- Roles and Responsibilities
- Chain of Command
Communication Plan
Traffic Management Plan

Safe Event Planning - Part 2
Security Plan
- Crowd Management and Security
- Emergency Services
- Lost Person
- Liquor Control

Contingency Planning
- Event Cancellation
- Weather
- Evacuation

Chain of Command
Who reports to who
Who has authority to make decisions
When do situations need to be escalated
Define issue, incident, crisis
What reporting systems are in place

Escalation of Issues
ISSUE - first line of response, guest complaint

INCIDENT - second line of response, possible bad press,
financial implications to organizers, company

CRISIS - third line of response, DEFINITE BAD PRESS AND
NEGATIVE IMPACT ON ORGANIZATION AND STAKEHOLDERS

Communication structure
Who do you need to communicate with?
What is being communicated?
What is the flow of information?
How are you communicating?

Crowd Management
Who is responsible?
What needs to be assessed to implement the right plan?
What can we do pre-event in the planning stages?
What can we do during the event to ensure success?
What can we do post event?

Production Schedule
What is a Production Schedule used for?
Charting all tasks that are to be accomplished at the event.

What are the components of a production schedule?
Time, Task, Responsibility

What period does it cover?
From move-in to move-out

Going On-Site
What can you anticipate?
- Plan and communicate access to the venue
- Establish key contacts and communication plan
- Set up your onsite office

On-Site Office
What and who do you need the onsite office for?
What supplies/equipment do you need?
Where should it be located?

Radio Communication
Listen first to ensure airwaves are clear
Depress button, wait 2 - 3 seconds before you begin transmission
Identify yourself and who you are calling
Wait for a response before you begin your message
Keep transmissions short
Do not communicate confidential info
Go to separate channel for lengthy transmissions

Radio 10 Codes
10 - 0 Radio Check
10-1 Negative copy
10-2 Positive copy
10-4 Message understood
10-6 On standby
10-7 Out of service. Off the air
10-8 In service. On the air
10-9 Repeat
10 - 10 Go to
10 - 20 Location Request

10-0
Radio Check

10-1
Negative Copy

10-2
Positive Copy

10-4
Message understood

10-6
On standby

10-7
Out of service. Off the air

10-8
In service. On the air

10-9
Repeat

10-10
Go to

10-20
Location request