Event Risk Management Plan

What Is an Event Risk Management Plan?

An event risk management plan is the basis for a safe event. In practice, a security concept for events serves to identify potential security risks that can occur before, during and after an event. Such an event risk management plan helps event planners to prepare for emergencies and ensure that the event runs safely.

The probability of hazards increases when more people are involved in both the preparation and the execution of an event. A single overlooked detail can have catastrophic consequences. Drawing up a safety concept for events on the basis of a checklist aims to minimize the risk by managing avoidable hazards.

This article deals with the topics:

1. The 5 biggest dangers when planning an event

2. Important elements of a event risk management plan

3. Digital technology that increases safety at events

The Top 5 Hazards When Planning Events

The event planner is responsible for coordinating the cooperation with the personnel and contractors in such a way that it is ensured that the equipment, utilities, premises of the venue and consumables are safe and that sufficient safety precautions are taken before, during and after the event.

We have listed the 5 major hazards that should be considered for maintaining safety at events and give some tips on how to avoid them.

1. Riot in the Crowd

Event planners must ensure that sufficiently trained security personnel are on-site and well-distributed around the premises to prevent a major riot. The situation must be correctly assessed quickly so that necessary measures can be taken immediately.

2. Falling Equipment

For indoor and outdoor events a lot of audio-visual equipment is usually used. It is important not only to place them in such a way that they serve the purpose of the event but also to injure people. Speakers and lights should be placed on solid, stable stands and cables must be fixed with adhesive tape to avoid tripping over them.

3. Lightning Strikes at Outdoor Events

At concerts or other outdoor activities, lightning must not be ignored, no matter how amusing the event is. Open fields are very susceptible to lightning strikes. Organizers must have emergency tents ready where people can be evacuated in case lightning is seen.

4. Insufficient Medical Assistance

Even after a detailed risk assessment, events remain unforeseeable and accidents inevitable. Therefore, sufficiently trained first-aid staff with the right medical equipment should be on site at every event.

5. Food/Beverage Safety

Regardless of whether a particular caterer or several suppliers serve food at an event, it must be ensured that they have the necessary official permits to confirm the safety of the food they serve.

Important Elements of an Event Risk Management Plan

To keep dangers and event risks as low as possible, it is important to create a comprehensive security concept to generate security at events. To enable security at events, structural, technical and organizational security measures should be taken into account. Not to be forgotten is the risk assessment of an event, which insists on a comprehensive risk analysis and necessary sub-concepts:

• Resource management
• Permits
• Order Service
• Sanitary service
• Adequate lighting
• Fire protection incl. escape route guidance
• Lightning protection
• Visitor guidance incl. planning of fences & barriers
• Traffic management
• Communication between organizers and visitors
• Evacuation and evacuation

Technology to Streamline the Planning of Risk Assessment of Events

Using a mobile inspection application like Lumiform helps streamline the risk assessment process. Tailor-made checklists for event safety can be easily performed using a portable device. Photographic evidence of hazards is immediately captured and added. In addition, contractors and employees can be informed immediately from the app about follow-up actions. After each risk assessment, reports are automatically generated via the mobile device and forwarded to responsible persons. With Lumiform, event organizers save time on paperwork, leaving them more time to address hazards and prepare for their next safe event.

Digitize checklists and internal processes with Lumiform:

• Generate real-time data via internal processes. This makes quality and security measurable and you can use the data to continuously optimize processes.
• Get an overview of everything that's going on on-site.
• Reports are created automatically - this saves the complete postprocessing.
• Save time by analyzing all data more easily and identifying areas that need your attention more quickly.