Live Event Safety: Updating Your Emergency Action Plan with The Event Ally
A guest blog by our friends at The Event Ally, a collective of Producers & Subject Matter Experts poised to provide you with the insight to safely move live events forward in the era of COVID-19. They tackle these current health concerns as well as the unique security and sustainability issues of experiential marketing.
It may seem obvious, but a critical part of planning an event should be producing your Emergency Action Plan (EAP). According to research by the Society for HR Professionals, 34% of employers had no EAP prior to COVID-19. The same study found that of those who did have a plan, over half had plans that didn’t address communicable diseases.
So the event industry (among others) has been caught flat-footed. With the slowdown in projects, we have an opportunity to step back and thoughtfully pen the plan that’s right for us and our clients in an effort to be most prepared as we re-engage with live and hybrid events.
Whether starting from scratch or modifying a tried and true plan, the new realities of events post-pandemic can seem daunting. There are a few tips to remember:
Universal v. Event Specific: Start your plan with a universal point of view. Address each scenario as if each issue can be addressed with its ideal solution. Know which elements will always be important to you and how you will want to protect your staff and guests. Once you have a defined project in a specific place, you should modify your universal plan to meet the real-world needs of timing, location, and local restrictions of your program.
Fulfilling the Rules v. Keeping People Safe: The purpose of any plan should be, at its core, the protection of the people and property involved. People should always rank above property. There will always be rules from health departments, local governments and from the event itself to incorporate, but a meticulously planned Universal EAP should easily be able to incorporate those laws. A dedication to protecting people will always keep you on the right track.
Old Threats: COVID-19 is a beast, but it is not the only threat out there. Old concerns such as fires, weather, and active shooters still exist. Don’t get myopic in your planning and only consider the newest threat and response.
Use experts: You didn’t go to medical school over the weekend, so utilize experts who can provide insight into the latest and greatest in protecting your business and your people. Know that you’ll need to speak with these people more than once. Plan to use them as an ongoing resource rather than simply signing off on a plan once.
Evolution: Your plan should be a living document. As specific threats emerge during planning you’ll want to ensure they are incorporated into the EAP. But don’t forget to incorporate learnings from a rigorous post-event review to help reveal items you had never considered. Simply because the plan worked for one event doesn’t mean it stays evergreen. Ensure your EAP reviews are frequent and fruitful, with updates happening at least once a quarter, as well as after each project is completed.
Bonus Tip: Make sure to print your plan and keep in a well-organized binder. This keeps you ready for any computer outages as well.
In today’s climate, the EAP should be your roadmap to getting back out there safely. Ensure that never again will your company, or our industry, be caught unprepared. Please let us at The Event Ally and/or Bash Creative know how we can help get you on the right path.
Bash Creative is an event planning company that specializes in incredible gatherings that go beyond just great design. We’re known for teasing out smart goals for your event and serve up a stylish execution that will keep your guests buzzing. Located in San Francisco, but often found in New York, Austin, Chicago, Seattle, and beyond.