Event planners and organizers have plenty of things to be concerned about when in the initial planning stages.
One of the most important aspects to consider is safety.
Creating a safe and secure event should be a top priority, and there are a few things you can do to ensure everyone knows the hazards and safety procedures if an emergency situation were to occur.
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One of the most effective strategies involves using different material and signage to keep attendees informed at all times and allow them to reference important information quickly.
Safety is top priority
The first thing that should be outlined when planning an event is safety and all the procedures that follow a situation.
Before enlisting vendors and security, make sure you learn all the features of the venue or the grounds including ALL possible exit routes. In addition, you will need to compile vital information for insurance purposes and any contractors who decide to team up with your organization.The venue should provide you with clear plans already outlined for a multitude of hazards and occurrences.
Everyone participating (staff, volunteers, interns, vendors, talent etc.) should be trained on how to proceed for each situation and have the appropriate printed information on hand throughout the event whether that be emergency contacts, floor plans and exit routes etc.
If safety isn’t made a top priority, the likelihood of accidents and even disasters significantly increases. Always be prepared for anything and make sure you take all precautions before moving forward with the other stages of the event planning process.
Preparation and careful planning ahead of time is the key to having a safe and successful event.
Useful safety materials
Use these handy safety materials to help draw attention to possible hazards, or keep the public away from areas where there could be a potential for accidents or injury.
1. Crowd control retractable belts
You may see these retractable belts at a variety of institutions and businesses such as the bank, public transportation systems , airports etc.
The idea is to help direct the flow of traffic in an area or prevent people from wandering into spaces that are restricted or where they could be injured.
The belts are very cost-effective and a highly visible safety tool that can be reused at any event.
The belts create an event structure and a sense of order, eliminating large crowds and confusion.
Most retractable belt models are easy to use, set-up and change depending on the venue or personal preferences.
2. Free-standing signs
Free-standing signs are a great idea for any area where there might be hazards or the potential for customers to trip or fall; this can help you avoid any accidents and unnecessary lawsuits that might follow.
For example, we are all familiar with the wet floor signs usually after employees mop or if any spills occur that make the area slippery.
You can also place free-standing signs to warn people of ramps, steps, and sudden drops that can cause falls if they aren't paying attention.
3. Exit and safety stations
For each event venue, you should have a procedure for exiting the building in case of an emergency and these exits should be clearly marked by signs and accompanied by an exit route sign.
If there is an outdoor space, you may need to have directional signs pointing to the exits and you can even post emergency routes in the bathroom stalls so guests can have a chance to look at it.
If you have safety stations or safety equipment available, use signs to direct people to their locations in case of an emergency.
Emergency signage is here to guide your guests in times of emergencies when you might not be available to help or if you have limited staff.
4. Safety banners
Post safety banners or printed and laminated sheets in bathrooms or near exits so people can easily access important emergency and evacuation protocol and emergency information quickly to avoid panic and confusion.
5. Printed and laminated cards
Handing out printed or laminated cards to attendees is a great way to ensure everyone has important emergency information with them during the event that they can fit in their purses, wallets and pockets and access later.
On these cards, make sure to include all emergency contact information they may need, safety protocols; if you have room you can even add WIFI and other passwords they might want or need during the event because why not?
Safety should always be the number one concern for any event planner or organization hosting an event.
Incorporate these ideas into your safety plan to ensure everyone has the information they need to stay safe and take appropriate action when situations arise.
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