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Staying Prepared

BY rcmaweb|Tips for Planners|Add a comment

We all know it—big or small, emergencies happen. That’s why, when planning your event, it’s important to have an emergency plan in place. This will make you breathe a little easier and ensure that, no matter the issue, you can conquer anything. Your plan should identify potential emergency conditions and what procedures will be followed to minimize or prevent the loss of life and property.

Once prepared, everyone involved in your event must meet to go over the plan and conduct drills to refine the response. All responsible parties should have a copy of the plan.

With so many emergencies to think about, it’s tough to create a plan that will encompass everything that might happen. But, with the below components, you should be able to come up with something that will prepare you for anything.

Your plan must include:

  • A chart that lists who needs to be notified in the case of an emergency, by whom and in what order.
  • Procedures that detail how communications will reach those contacts in the quickest way possible.
  • A list of responsibilities that communicates the expected actions of each person involved in the response plan.
  • Detailed situations that would trigger an emergency response. Describe each in the emergency identification, evaluation and classification areas of your plan.
  • Put yourself and your attendees in the best possible position to avoid emergencies, and compile and execute a list of preventative actions.
  • Keep the information you’ll need in an emergency, including staff and attendee emergency contacts, maps and floorplans, together in the appendix of the plan.