Event Emergency Response Plan Template
Event Emergency Response Plan Template
The contents of this template are intended as a guideline only. Additional information or emergency
response procedures may be required depending on the nature of activities or infrastructure involved
in an event.
Event Name
Event Date(s)
Event Time(s)
Event Location(s)
Plan Prepared By
Anticipated Attendance
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SECTION 3 - CONTACT INFORMATION
In this section, include all key event people, role title, and event day contact phone number.
Role Name Phone #
Event Coordinator
Volunteer Coordinator
Closest Hospital
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SECTION 4 - COMMUNICATION PLAN
In this section indicate the following:
● Volunteer and staff orientation plan - how are you going to ensure all staff/volunteers are
aware of emergency procedures.
● Communication methods - i.e. radios, cellphones, runners, PA system, etc.
● If using cellphones, create a comprehensive phone list of all event staff & volunteers.
● Indicate roles and responsibilities during an emergency or disaster.
○ Identify each responder's position, duties and reporting relationship.
○ Key roles (as identified in SECTION 3): ie. emergency response coordinator, event
coordinator, volunteer coordinator, muster point leads, first aid, security, public
spokesperson/media relations, etc
○ Sufficient details should be provided to ensure that all critical activities are covered.
○ Flow charts and action checklists are valuable for communicating activation
procedures, condensing information and making decisions.
○ If checklists are used, they should contain sufficient detail to ensure that all crucial
activities are considered.
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SECTION 5 - HAZARD & RISK IDENTIFICATION
Based on the type of event, the venue and audience identify hazards, risks and threats and develop a
mitigation plan for the protection of life, property and the environment.
With every risk identified you should identify an action plan that details how event staff should react to
prevent, respond or minimize the effects of each risk.
Ie. First Aid - Medical Ie. Ensure first aid kits are well Ie. Emergency Response
stocked should a situation arise. Coordinator’s Name & Number
Ensure first aid kit and/or first aid
tent/personnel are easily First Aid Onsite Contact Name &
identifiable to attendees. First aid Number
team onsite to respond and provide
treatment. Notify the Emergency
Response Coordinator. Assess if
EMS support is required, and call
911 if so. Ensure access point for
ambulance arrival and crowd
control measures are in place.
Follow up with any incident
reporting, or other report forms as
required. Notify your Festival &
Events Liaison of any major
incidents.
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SECTION 6 - FIRST AID
First Aid is important for all events. At a minimum, an event should have a well stocked first aid kit to
respond to minor emergency situations, and an active cell phone on hand to call 911 when it is
required. The first step in determining the level of first aid support required for an event is to identify
the potential risks and medical needs for the event. This involves reviewing the type of activities being
conducted at the event, the event environment, demographics and special needs of the attendees,
and the ability of the staff and volunteers to provide these services. An analysis of these event
aspects will assist the event organizer in deciding the appropriate level of medical services that need
to be available on-site during the event.
Considerations:
● location of first aid support and how it is identified ie. signage, identified on site map, flag,
visible first aid cross on top of tent
● training and certification of first aid providers
● level of first aid responders required for event ie. volunteer, paid medical, EMS
● first aid supplies / equipment / bottled water
● shelter location for casualties while waiting for emergency response to arrive
● transportation through event site (how to get patient to first aid or vice versa)
● emergency access routes (for emergency response vehicles)
● plan for how routine medical emergencies will be dealt with (cuts, scrapes, heat stroke, heart
attacks, slips/trips/falls, breaks and sprains)
● plan for incidents such as fire, collapse, explosion, etc… that affect more than one casualty
● plan for site safety mitigation to prevent incidents from occurring
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SECTION 7 - VEHICLE & PEDESTRIAN TRAFFIC PLAN
Regardless of the location of your event, determine if and how traffic control is required. For example,
vehicles may require access to the site for set-up purposes OR for road closures where vehicles may
unintentionally gain access to the closed area.
For all events, the site set up must ensure unimpeded access for emergency services at all times. A
minimum of 3m lane width is required and a dedicated lane must be maintained for emergency
services during roadway events. In an emergency situation, site personnel and/or marshals should
move the crowd away from an emergency, if required.
For roadway events, site personnel are to monitor the road closure barricades to stop people from
accidentally accessing the site closure AND to provide access to emergency vehicles, if required.
Route marshals are required to assist when participants are crossing or accessing roadways to direct
participants and ensure vehicular traffic does not enter the course.
A pedestrian traffic plan is required when the movement of people in and around the event poses a
possible risk to public safety. This plan should also predict what ingress and egress will look like at the
beginning and end of the event when large groups of people are arriving/leaving at the same time.
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SECTION 8 - CROWD MANAGEMENT
The objective of crowd management is to control the capacity and movement of event attendees in
and around the event site in a safe manner. The size of the venue and its terrain, the layout of the
event site and the type of event all contribute to the level of crowd management that is required.
Efforts should be made to minimize pinch points or areas where a crowd of people can be trapped or
crushed in a panic situation. Entrances and exits should be well marked, unobstructed and staffed
where appropriate.
Considerations:
● Is the event site open or fenced in? If fenced in, where are the entrances and exits?
● What is the capacity of the event site?
● What actions will be taken if capacity is reached?
● Does the event site plan allow for free flow of people? Or are adjustments required? Review
your site plan to identify possible pinch points for pedestrians to adjust set-up or manage
appropriately.
● Will line control be required? If yes, where and how will it be set up?
● Will security be required to control the flow of people before, during and after the event?
● How will staff be briefed on strategies or concerns regarding crowd management?
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SECTION 9 - SECURITY PLAN
Depending on the size and scope of the event, a security plan may be necessary. Security should be
part of the event emergency plan if there are VIPs, insecure equipment, cash/valuables on hand,
performers, and a beer/beverage garden.
Considerations:
● are they paid or volunteer security?
● are they easily identifiable?
● where are they located and what are their roles before, during and after the event?
● what are their roles in an emergency?
● how will you communicate with them?
● who from the event team will be the main contact for the security team?
● who is the security supervisor?
● does the security team need additional equipment? (e.g. flashlights, safety vest, etc.)
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SECTION 10 - BLACK SWAN EVENTS
A black swan is an event or occurrence that deviates beyond what is normally expected of a situation
and is difficult to predict. Black swan events are typically random and unexpected.
Examples of Black Swan Events: active intruder (gun, knife, vehicle, etc), bomb, crime or major
emergency incident outside the event space that impacts the event, etc
● Active Intruder
○ An armed intruder is defined by a person actively threatening lives in a populated area.
An armed intruder may be an active shooter - a person actively shooting a weapon and
causing harm, or it could be an individual with a knife or other weapon.
○ Example strategy: Run / Hide / Fight
■ 1st - run away
■ 2nd - if running away is not possible, then find a place to hide
■ 3rd - if there is nowhere to hide and a confrontation is inevitable, then fight
■ Call 911, when possible
● Bomb Threat
○ A bomb threat is defined as a threat to detonate an explosive or incendiary device to
cause property damage, death, or injuries, whether or not such a device actually exists.
○ Example strategy:
■ If bomb threat is called in, get as much information as possible (time of call,
length of call, details about the bomb and location, background sounds, details
about the caller’s voice, threat language, etc)
■ Clear people away from the area of concern
■ Call 911, when possible
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SECTION 11 - WHEN TO CONTACT YOUR FESTIVALS & EVENTS LIAISON
The following are examples of when you should contact your Festivals & Events Liaison for additional
support in an emergency situation:
General
In the event of an emergency situation regardless of event location:
● If there are any minor emergencies during your event, please advise your liaison after
the event via email or phone. (A minor emergency doesn’t cause you to stop the
event or call in emergency services.)
● If there are any moderate to major emergencies during your event, please call your
liaison after the moderate to major emergency has been resolved. (A moderate to
major emergency causes you to stop or delay the event beyond booking times or
emergency services have been called to site.)
● If public interactions are interfering with the event (such as vulnerable community
members, protests or rallies).
○ If you witness criminal activities, please call 911.
● If you decide to cancel your entire event.
Roadway Events
● If an unknown vehicle is inside the road closure area or blocking access to the
roadway/alley and towing services are required.
○ If a vehicle has gained access and is driving through a closed site without
responding to marshal directions to exit the site, move participants / attendees
to safety and call 911.
● Facility Emergencies: broken infrastructure, street flooding, (e.g. street light)
● Traffic Operations materials have failed, been stolen, or you’ve identified an issue with
the set up.
Park Events
● Trees down, mechanical issues, fitness trail collapse
● Facility Emergencies: Water line issues, blocked trails/routes, wildlife encounters,
vulnerable population interactions that are interfering with the event, vandalized/broken
equipment,
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