CONTINGENCY

PLANNING
Event 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.

Prepare to address safety and security risks. Safety and Security are two of the primary
considerations of event attendees, particularly in the light of present time uncertainties.

Safety refers to protection of people from harm.

Security refers to protection of property from damage or loss.

In any event, the organizers must always learn, prepare and take to heart their responsibility
to protect
1.) PEOPLE; 2.) PROPERTY; 3.) REPUTATION; AND REVENUES
Among the areas or elements of the event that must be evaluated for safety, security and other risks are
 Design of the venue and event site;
 Stage and other structures;
 Special effects;
 Electrical connections;
 Crowd control;
 Transportation ;and
 Sanitation facilities and waste management.

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. Aim 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.
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.
Risks assessments should be done by competent staff who are knowledgeable about the event, the activities, the expected participants, and the venue.

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

A 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 the context in which these elements arise that would spell whether or not these are actually a risk.

Five step approach in Risk Assessment (Association of Event Venues,2014):

1.) Identify the hazard , how it could harm and who could be harmed by it; also consider the potential consequences.
2.) Asses the risk and scale the likelihood of the hazard (almost inevitable, very likely, possible, unlikely, very unlikely), as well as the severity of impact ( minor
injury, major injury , very serious injury to one person, very serious injury to many person, death to one person, death of many persons).
 3.) Develops controls and define ways to reduce the risk and act on it before the
event.
 Identify the risk, and eliminate it at the source.
 Substitute for a safer method, equipment or product.
 Reduce the risk and quantify the rate at which it was reduced.
 Isolate people and objects from the hazard.
 Control the risk by implementing safety and security measures. While this is
essential and important, it is a low-level risk management method.
 Require the use of Personal Protective Equipment (PPE). This is also important,
but more lives may be saved if the controls mentioned above were in place.
 Discipline may be a very low level of control because you cannot rely on having
people comply simply by telling them.
4.)Implement Controls. Consider the most practical way to implement them.
5.) Monitor and Review. Include this in your task list before, during, and after the
event; act immediately when new risks become evident.

Venue and event site design

Have the Safety and Security (S&S) Team 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.
Again, the aim is to maintain a safe and healthy environment for the attendees and the event workers. Go
over the entryway, the reception area, the seating areas, the stage setup, the “front of the house”, the
“back of the house”, restrooms, and other places where attendees and workers will be.
Examine these areas carefully to identify and correct:
 What could people trip over?
 What could people run into?
 What could cause people to slip?
 What could people fall from?
 What could people fall into?
 What could fall on people?
 What could run into people?
 What could people get sick from?
 What could stick to or cut people?
 What could bite or sting people?
Brainstorm and identify how the risks can be eliminated. Seek the help of the venue management for necessary
corrections. There might be controls that are provided for in the venue lease contract , or these could probably be at
the account of the lessor, thus eliminating unnecessary incremental expenses for the organizer.
Provide the S&S Team a list of important emergency numbers that are applicable at the location of the event:
o Ambulance service
o Hospital/ medical facility
o Fire department
o Police
o Bomb squad
o Search and rescue team
o Security personnel

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 workers. Checks on the stability of the stage and scenery, considering equipment,
people and movement that will be on-stage.

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. Review the parts in the program wherein such
effects will be used, and ask the supplier to provide product specifications that are appropriate for
your need. Require the supplier to have safety measures and equipment ready.
Electrical Connections
Meet with the venue management regarding the events electrical power requirements. Together
with the events Electrical Engineer, determine the power requirements to stage the event according
to the Event Plan, and evaluate available power supply.
Crowd Control
The main purpose of events is to gather people, but bringing a lot of people together can pose
problems. Event Planners must keep this in mind and prepare for crowd control.
During the planning stage, the Event Team must already visualize how the crowd is likely to behave
at every activity during the event- from entrance to exit. Avoid activities that can cause
uncontrollable and unsafe crowd movement.
FE CROWD MOVEMENTS RECOMMENDED PREVENTIVE MEASURES
wd Crush – is caused by the compression of a crowd  Anticipate crowd traffic from one area to another;
m a big space to a smaller and smaller area. provide enough entrances and exits from one space to
the next.
 Open event doors early,so that the crowd does not get
impatient waiting, and so that the attendees can enter
in trickles instead of in one burst.
 Plan for the staggered transfer of attendees from one
area to another by varying activity schedules.
 Plan for an orderly exit from one area when transferring
to another area. For example, have the audience move
out by rows.
wd craze- or crowd pressure is caused by over-  Plan activities to avoid having the crowd rush towards a
itement a competitive rush or push of a crowd person or object.
wards a person or object.  If the likelihood of a sudden rush is inevitable (as in the
case of having popular celebrity guests) have sturdy
crowd control barriers and enough security personnel to
control the crowd.
wd surge-is the compression of a crowd toward a  Plan event activities and control the event sequence in
ticular direction. such a way that the crowd will not have cause to move
suddenly toward one direction.
 Be aware of the venue capacity appropriate for the
planned layout and the activities to be conducted. Limit
the audience size only up to the capacity level.
A prepared event team is crucial for preventing crowd movement crises. Enforce crowd
management practices from arrival to departure , monitoring audience action and mood. Event
security can called attention to inappropriate behavior, and reassuring announcements can
calm impatient audience. Proper execution of event plans helps prevent problems with crowds.

1. Start on time; the audience dislike being kept waiting.

2. Announce unavoidable changes to the program, for examples , if
a guests performer is unable to attend.
3. Do not unnecessarily change rules mid-stream, for examples,
follow seat assignments; follow raffle or contest rules as initially
announced.
4. Exercise fairness and always deliver on your promises.
5. Treat the audience with courtesy and respect, because after all ,
the event is for them to enjoy.
TRANSPORT

When organizing event transport, use reputable companies

with good running vehicles to maintain the image of the
client company, sponsors, and organizers.
Plan enough vehicles to accommodate participants and
luggage, avoid overloading, and stick to schedules. Plan
travel routes in advanced, considering safety features and
potential challenges. Consider the size of vehicles for
ecological sites or small towns, and check the carriers
reputation. Have a contingency plan in case of changes in
travel plans due to bad weather conditions.
SANITATION FACILITATES AND WASTE MANAGEMENT