CONTINGENCY

PLANNING

SAFETY AND SECURITY
Safety refers to protection of people
from harm.
Security refers to protection of
property from damage or loss.
People
Property
Reputation
Revenues

Safety and Security (S&S) Team
Help assess risks and potential problems
anticipated for the event.

Have the authority to develop an emergency
management plan.

Evaluates the likelihood of risks, safety and
security breach, operational problems and
prepares measures to eliminate them.

Plans how the adverse effects may be minimized
in case the problems still occur, including leading
people to safety.

The areas or elements of the event that must be evaluated for
safety, security, and other risks are:
Design of the venue and event site

Stage and other structures

Special effects

Electrical connections

Crowd control

Transportation

Sanitation facilities and waste management

Safety: Protection of People
For every event, prepare:
a plan to prevent safety violations and accidents from
happening

a plan which will minimize the effect of these
problems in case they still do happen despite
preparations made to prevent them

a crisis management plan, in case the situation
escalates to a full-blown crisis situation.

Venue and event site design
Have the safety and security (S&S) team survey the venue
and event site before the event

The event manager walks through the event site

Visualize how each of the event activities will proceed,
determine potential hazard & plan how to prevent them.

Go over the entryway, reception area, seating areas, stage
set-up, the front of the house, the back of the house and
restrooms.

Stage and Other Structures
Inspect the stage and other structures that are built or
installed for the event.
Check for defects that may harm to performers and
workers.
Check for stability of the stage and scenery,
considering the equipment, people and movement on
the stage.
Check the backdrop and other structures installed for
the event.
Visualize how such structures will be used, and always
note possible breach of safety.


Special Effects
If special effects and pyrotechnics will be used for the
event, work only with licensed and experienced
providers.
Invite the supplier to check the event site for
feasibility of using the effects before finally deciding to
contract his/her services.
Review the parts in the program wherein such effects
will be used, and ask the supplier to provide product
specifications that are appropriate for your needs.
Have a knowledgeable event staff, venue
representative, and an able representative of the
supplier to double-check installations before the event
starts.


Electrical Connections
Meet with the venue management regarding the
events electrical power requirements.
Together with the events electrical engineer,
determine the power requirements to stage the event
acc. to the event plan, and evaluate available power
supply.
Also check for the power outages at the time of the
event.
Use only well-insulated cables and wires; discard
cables with exposed wiring.
Cables and electrical connections must be neatly laid
out and appropriately covered or taped down.

Crowd Control
The main purpose of events is to gather
people, but even that can pose problems.
When people are grouped together, the
crowd takes a personality of its own.
During the planning stage, the event team
must already visualize how the crowd is
likely to behave at every activity during the
event- from entrance to exit. Avoid activities
that can cause uncontrollable and unsafe
crowd movement.
Unsafe Crowd Movements
Recommended Preventive Measures
Crowd Rush- caused by the
compression of a crowd from
a big space to a smaller area
Open event doors early, so that the crowd
does not get impatient waiting, and so that
the attendees can enter trickles instead of
in one burst.
Plan for the Staggered transfer of
attendees from one area to another by
varying activity schedules.
Plan for orderly exit from one area when
transferring to another area. (e.g. Have the
audience move out by rows

Unsafe Crowd Movements
Recommended Preventive Measures
Crowd Rush- caused by the
compression of a crowd from a
big space to a smaller area.


Open event doors early, so that the crowd does not
get impatient waiting, and so that the attendees can
enter trickles instead of in one burst.
Plan for the Staggered transfer of attendees from
one area to another by varying activity schedules.
Plan for orderly exit from one area when transferring
to another area. (e.g. Have the audience move out by
rows)

Crowd Craze- crowd pressure caused
by overexcitement, a competitive rush
or push of a crowd towards a person
or object.

Plan activities to avoid having a crowd rush towards a
person/object.
If the likelihood of a sudden rush is inevitable (as in
the case of having a popular celebrity guests), have
sturdy crowd control barriers and enough security
personnel to control the crowd.


Crowd Surge- a compression of a
crowd toward a particular
direction.
Plan activities to avoid having a crowd rush towards a
person/object.
If the likelihood of a sudden rush is inevitable (as in
the case of having a popular celebrity guests), have
sturdy crowd control barriers and enough security
personnel to control the crowd.

Crowd Surge- a compression of a
crowd toward a particular direction.

Plan event activities and control event sequence in
such a way that the crowd will not have cause to
move suddenly towards one direction.
Be aware of the venue capacity appropriate for the
layout planned and activities to be conducted. Limit
the audience size only up to the capacity level.

Crowd Surge- a compression of a
crowd toward a particular direction.

Plan event activities and control event sequence in
such a way that the crowd will not have cause to move
suddenly towards one direction.
Be aware of the venue capacity appropriate for the
layout planned and activities to be conducted. Limit the
audience size only up to the capacity level.


Crowd Collapse- when people in front
of the crowd rush forward causing
some of them to trip and fall, thus
those coming from the rear stumble
over those who have fallen, and fall
on top of them.

Plan for orderly crowd movement at entrances. Have
orderly and well-managed queues.
Avoid giving crowd a reason to suddenly rush forward,
such as competition for seats or for a prize.

Crowd Panic- out-of-control
movement to escape a real or
perceived danger, often trampling
over those who have fallen in the
way.

Vividly mark all exits; make sure these remain visible
even in the event of a power outage.
Train the members of the event team on how to handle
emergency situations and evacuation.
Organize to have ready triggers that will put emergency
contingency measures into action immediately after
the emergency situation happens.


1. Start on time; the audience
dislikes being kept waiting.
2. Announce unavoidable changes
to the program; e.g. when a guest
performer is unable to attend.
3. Do not unnecessarily change rules
mid-stream; e.g. follow seat
assignments; observe raffle or
contest rules as initially
announced.
4. Exercise fairness and always
deliver on your promises.
5. Treat the audience with courtesy
and respect, because after all, the
event is for them to enjoy.

Crowd Control
A vigilant and prepared event team
is critical in preventing crowd
movement from blowing up to
crisis proportions. Enforce crowd
management practices from the
time the audience arrive, as they
come in, at the start of event
activities, through all the activities
during the event, and as the
audience leave. Proper execution
of the event plan would help
prevent problems with crowds:

Transportation
Work only with reputable transport companies that maintain
vehicles in good running condition. The condition of the
vehicles also bear on the image of the client company, and the
event organizer.
Plan to have enough vehicles on-hand to accommodate all
participants and their luggage. Never overcrowd or overload
transport vehicles.
Plan time of arrival and departure, and stick to schedules.
Plan the travel route in advance, and avoid routes that may be
unsafe and dangerous.
When travelling by land to ecological sites or small towns,
anticipate the size of the vehicles that will be passing through
secondary or tertiary routes.
When travelling by air or sea, check the safety features of the
vehicles. Study the reputation of the selected carrier. Have a
contingency plan in case a change in travel plans is necessary in
view of bad weather conditions.
For all travel, carefully, evaluate the need for travel insurance
for the participants. It is always best to be covered for all
uncertainties.

Sanitation Facilities and Waste Management
Among the top concerns of event attendees is their health and safety
while at the event. Clean surroundings keep people safe not only from
accidents but also from illness.
Congestion in a crowd invites the easy spread of disease. Always be
aware of government warnings and follow prescribed precautions
against communicable diseases.
Cleanliness is key in keeping the event site a healthy environment. Have
the event site clean and ready before the audience arrives.
Discuss restroom cleaning schedules with the venue administration (if
this is their responsibility), or hire capable crew to clean and maintain
cleanliness in the restrooms.
Visualize what will happen during set-up, while activities are going on,
and at the end of the event; then, plan how to collect and dispose of all
the waste. Provide ample containers for waste collection.

Security: Protection of Property
Safety- refers to protection of people from
harm.
Security-refers to protection of property from
damage or loss.
Identify the potential security risk
Including:
Possible fire
Theft
Violence

Prepare security plans and policies
including how to:
1. Observe the crowd
2. Conduct searches
3. Raise emergency alarms
4. Report incidents
5. Request assistance from team
members
6. Evacuate in case of fire
7. Deactivate utilities and equipment
8. Inform members of the S&S Team
regarding these eventualities

Problem analysis and
contingency planning
Identify:
1. Potential problems
2. Preventive action
3. Contingent action
Identifying potential problems
What could possibly go wrong at the
event?

Preventive Action

Contingency Plan
There are things that still go wrong.

Be prepared and put into action a plan.

Quick Thinking < Programmed Thinking with action

Crisis Management Plan
Event Crisis
- problem that has gone out of hand causing damage of serious
magnitude.

Objective:
Save lives.
Prevent injuries.
Avoid damage to property.


2. Develop a plan for extreme situations.

3.Communicate and orient key staff regarding the plan.

4. Have trained and certified aiders on the team
You need to:
1. Create a crisis response team.
> Information gathering - responsible for gathering information
> Liaison - responsible for keeping communication and coordination
> Logistics - sources materials, equipment, manpower, and other
resources needed to alleviate the situation
> Spokesperson - designated to speak on behalf of the event
principals


Being at the event scene, the
event team is logically the
first line of defense and
should know how to react
accordingly. Prompt action
can save lives, prevent injury,
minimize property, damage,
and consequently avoid
damaged reputations.