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Contingency Planning at Events

The webinar discusses contingency planning for public events and provides examples of how contingency plans are communicated and implemented. It emphasizes practicing contingency plans to prepare staff for emergencies and determining an appropriate budget. The webinar also highlights communicating plans with event managers, venues, vendors, and partners to coordinate responses and minimize chaos if issues arise.

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16 views

Contingency Planning at Events

The webinar discusses contingency planning for public events and provides examples of how contingency plans are communicated and implemented. It emphasizes practicing contingency plans to prepare staff for emergencies and determining an appropriate budget. The webinar also highlights communicating plans with event managers, venues, vendors, and partners to coordinate responses and minimize chaos if issues arise.

Uploaded by

api-687135575
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Contingency Planning at Events

Summary:

I chose to watch this webinar because while my other contingency article explains what a
contingency plan is, this webinar goes into how the plan goes in an emergency, going step by
step of what happens, at least in a public event. Public events aren’t common in dentistry, but I
think having a plan in place when there is, for example a dental conference or meetings. Just
knowing what a plan looks like in action is important to see. I also believe that this webinar will
answer any more questions I have about what types of contingency plans there are for different
occasions. This webinar helps with sub-competency #9, which focuses on contingency plans.

What I Learned:

A contingency plan is a plan used in case of an unexpected event. The speaker called it a
“doomsday” plan, which is a little funny, but that is what the plan is about: How to take care of
an issue that occurred and how to maintain control of the situation at hand. The speaker also said
that the plan is more to be proactive than reactive, which I think describes contingency plans
well. One thing the speaker really encourages is that you need to communicate and talk about
what could happen and make a contingency plan on these different scenarios. Because if you talk
about it, you’ll be better equipped than if you didn’t think of the scenario and talk. She brings up
that contingency plans are usually put on the backburner, either due to people not wanting to talk
about it or that people are more concerned about the present and their issues.

People who should be in the know about these contingency plans during events are the
event managers, the venues, the vendors, and also the partners that are a part of the event so they
know what needs to be done and to cause less chaos. Mainly it involves those key players or
anyone that can be affected by that event. An example the speaker provided was that of a
baseball arena. For the fans, they will hear over the speaker and on the TV monitor about the
plan in case of an emergency. “In case of an emergency, take these exits…” Another example
could be that of a plane. Before the flight takes off, the flight attendant will make an
announcement, that including what to do in an emergency. They also announce that there is a
Safety Instructions card in each seat pocket that will also give you the instructions in case of an
emergency. This is what contingency planning is all about.

One question that was asked to the speaker was how to have staff trained for an
emergency without them being flustered or forget in the moment of the unexpected event. The
speaker answered that you can help the staff by going through what a normal day at work for this
event would be and then call out moments where there could possibly be an emergency and what
to do differently. Another thing she mentioned was that calm is contagious. Try to stay calm
under pressure and that’ll help everyone else stay calm. You should also set expectations for the
staff but also provide communication with those higher up if they are in need of assistance.

Another big part of making contingency plans is to figure out your budget and how big of
a plan do you need for these events. If you don’t have that big of a budget but need a bigger plan
than the amount of money you have, you might need to either ask partners to provide help with
this event so that everyone will get the benefits of the plan in case of an emergency, or you can
make the plan smaller to fit within your budget. Overall though, the speaker said to not be afraid
to voice your concerns and talk to people that are higher up that can give you an answer. You
will at least know that you have tried if they don’t agree with your concerns and something did in
fact happen.

There is so much more to this webinar that I could talk about, but then I would have too
many pages and that might be tiring to read. But this webinar was very helpful in filling in gaps
on my understanding of contingency plans and also gave scenarios that can help you understand
just how common these plans can be and how effective they can be when a situation occurs.

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