This document discusses contingency planning for events. It emphasizes identifying potential risks and developing safety and security measures to protect attendees. A safety and security team should assess risks at the event venue and develop an emergency plan. Hazards are identified for different areas like structures, effects, electricity, and transportation. Crowd control and sanitation are also important factors to consider. Developing contingency plans can help minimize effects if problems do occur.

1. CONTINGENCY PLANNING
EINTROEVM
M.Aldana ‘17

2.  Events management includes preparing for the best that could happen, as well as
the worst.
 Any plan stands the risk of uncertainty, and event plans are not exempt.
 No amount of preparation can provide a hundred percent assurance that things
will go on as planned.
 The best way is to identify what could go wrong, eliminate or minimize the
chances of this occurring, and be prepared in case the problem still persists.

3. SAFETY AND SECURITY
 Safety and security are two of the primary considerations of event attendees,
particularly in the light of present time uncertainties.
 The event manager should be prepared to identify risks and potential problems at
the event; how these potential problems and threats may be avoided; and how to
minimize the effects should problems occur despite efforts to prevent them.
 Always cool under pressure, the event manager should nonetheless, be in control
of crisis situations.
 It is important to have precautionary and contingency measures in place at any
event, and anticipate budget inclusion for these.

4. SAFETY AND SECURITY
 Though often misconstrued as synonymous, safety and security differ.
 Safety refers to protection of people from harm.
 Security refers to protection of property from damage or loss.
 Nonetheless, both are genuine concerns than an Event Manager must seriously
plan for, fund, and cautiously address.
 In any event, the organizers must always learn, prepare and take to heart their
responsibility to protect people; property; reputation; and revenues.

5. SAFETY AND SECURITYTEAM
 Create a safety and security team to help assess risks and potential problems at
the event.
 This team must have the authority to develop an emergency management plan.
 The team evaluates the likelihood of risks, safety and security breach, and
operational problems.

6. SAFETY AND SECURITYTEAM
 Among the areas or elements of the event that must be evaluated for safety,
security and 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

7. RISK ASSESSMENT
 Protection of people at the event is always top priority.
 Those who will need protection are the attendees and the workers at the event.
 The aim is to maintain a safe and healthy event environment.
 At the same time, also be conscious of protecting property – those of the
attendees, the venue, the suppliers, the host, and the event management team.

8. RISK ASSESSMENT
 Identifying and addressing “significant risks” is a responsibility of the event
management team.
 Significant risks are those which are seen to be reasonably likely to happen and
severe enough in outcome to warrant serious consideration.
 Risk assessment should be done by competent staff who are knowledgeable
about the event, the activities, the expected participants, and the venue.

9. HAZARD
 Is something that has the potential to cause harm or injury to people, or loss or
damage to property.
 Hazards could be physical (a vehicle), biological (food contamination), chemical
(carbon monoxide emitted by the exhaust), ergonomic (muscle pain due to
working for long hours), or psychosocial (violence).

10. RISK
 Is the potential for that hazard to become a reality.
 An event manager must be able to understand that while many elements in the
event may be hazardous, it is in the context in which these elements arise that
would spell whether or not these are actually a risk.

11. 5 STEP APPROACH IN RISK ASSESSMENT
 Identify the hazard
 Assess the risk
 Develop controls
 Implement controls
 Monitor and review

12. VENUE AND EVENT SITE DESIGN
 Have the Safety and SecurityTeam survey the venue and event site before the
event to determine the potential hazards.
 If corrections are necessary, have these put to order before the event.
 The Event Manager walks through the event site before the event begins,
periodically during the event, and after the event.
 Visualize how each of the event activities will proceed, determine potential
hazards for each activity, plan how to prevent these, and, similarly, prepare a
contingency plan in case the worst happens.

13. VENUE AND EVENT SITE DESIGN
 Brainstorm and identify how the risk can be eliminated.
 Seek the help of venue management for necessary corrections.
 Discuss any precautionary measures with venue management.
 Be aware of the venue’s fire safety and evacuation plan. Secure a copy of the plan
and have members of the S&S team learn these. Aside from the S&S, identify
event staff who will help implement the evacuation plan. Make sure all are
properly trained to guide attendees to safety.
 Discuss measures to take in case of a bomb threat or a terrorist attack.

14. VENUE AND EVENT SITE DESIGN
 Check if there is a medical clinic or First Aid station within the venue. Determine its
capability to handle possible emergencies.
 Provide the S&S team a list of possible emergency numbers:
 Ambulance service
 Hospital/medical facility
 Fire department
 Police
 Bomb squad
 Search and rescue team
 Security personnel
 The first 30 minutes of an emergency situation are the most dangerous; therefore it is
imperative that the appropriate emergency response agency is contacted, and will
immediately arrive at the scene.

15. ASSIGNMENT
 List down all possible risks that can happen at the 2017Travel Expo.
 Research on the following important numbers:
 Ambulance service/Hospital
 Medical facility nearest (clinic)
 Fire department
 Police
 Bomb squad
 Security personnel

16. STAGE AND OTHER STRUCTURES
 Inspect the stage and other structures that are built or installed for the event.
 Check for defects that may cause harm to workers, performers, and other people.

17. 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 plan
before finally deciding to contract their services.
 Require the supplier to have safety measures and equipment ready.

18. ELECTRICAL CONNECTIONS
 Meet with the venue management regarding the event’s electrical power
requirements.
 Together with the event’s Electrical Engineer, determine the power requirements
to stage the event according to the event plan, and evaluate power supply.
 Use only well-insulated cables and wires, discard cables with exposed wiring.
 Cables and electrical connections must be neatly laid out to prevent people from
tripping over.

19. CROWD CONTROL
 The main purpose of events is to gather people, but bringing a lot of people
together can pose problems.
 When people are grouped together, the crowd takes a personality of its own.
 During the planning stage, the EventTeam must already visualize hoe the crowd
is likely to behave – from entrance to exit.

20. UNSAFE CROWD MOVEMENTS
 Crowd Crush
 Is caused by the compression of a crowd from a big space to a smaller and smaller area
 Crowd Craze
 Or crowd pressure is caused by over-excitement, a competitive rush or push of a crowd
towards a person or object
 Crowd Surge
 Is the compression of a crowd towards a particular direction
 Crowd Collapse
 When people at the front of the crowd rush forward causing some of them to trip and
fall
 Crowd Panic
 Refers to the out-of-control movement to escape a real or perceived danger

21. TRANSPORTATION
 Work only with reputable transport companies that maintain vehicles in good
running condition.
 Plan to have enough vehicles on-hand to accommodate all participants, and the
event organizer.
 Never overcrowd or overload transport vehicles.

22. SANITATION FACILITIES ANDWASTE
MANAGEMENT
 Clean surroundings keep people safe not only from accidents but also from illness.
 Congestion in a crowd invites the easy spread of disease.
 This emphasizes the need to have a good crowd control and human traffic plan.

23. PROTECTION OF INTELLECTUAL
PROPERTY
 For events that have the potential to be commercially viable if video-recorded,
include prohibition of cameras and video recording devices at the event.

24. INCIDENT REPORTS
 Require event and security personnel to file an incident report regardless of the
severity of the incident.

25. PROBLEM ANALYSIS AND CONTINGENCY
PLANNING
 For every event, prepare (1) a plan to prevent safety violations and accidents from
happening (Prevention); (2) a plan which will minimize the effects of these
problems in case these will still do happen despite preparations made to prevent
them (Contingency); and a Crisis Management Plan, in case the situation escalates
to a full-blown crisis situation.
 The key is to identify potential problems, preventive action, and contingent
action.