CHAPTER 13 CHAPTER 13

When Disaster Strikes

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 CHAPTER 13

CONTINGENCY PLANNING
• While some disasters may come as a complete
surprise, for many others you should anticipate the
occurrence and have a contingency plan in place.

• Looking at the same

factors as your risk
assessment, you should
create a plan to address
each risk.

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 CHAPTER 13

Location:
§ Prepare for local weather extremities.
§ Prepare for local political unrest.
§ Ensure that guests and employees have the proper
paperwork to reach the venue.

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 CHAPTER 13

Venue:
§ Prepare to address the security of the venue if it is located in a high crime
area.
§ Have a plan for onsite medical treatment if the venue is more than 2 hours
away from the nearest hospital.
§ For outdoor venues, have a plan that addresses the need to share indoor
space with other event attendees.
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 CHAPTER 13

Guests:
• If you expect there to be heavy drinking, plan in advance and discuss with the
client how over-imbibing guests will be handled.
• If you expect lots of elderly, children, or other guests with special needs to
attend, provide for their needs to be met on site.

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 CHAPTER 13

Program/Entertainment:
• If your entertainment, attendees, or
speakers are controversial or likely to
attract non-guest attention, be prepared
with security measures and a media
response.
• If the event involves physical activities
that may lead to injury or require extra
resources such as hydration stations or
shower facilities, make sure you have
planned ahead to provide these.

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 CHAPTER 13

SWOT Analysis
•Strengths
•Weaknesses
•Opportunities
•Threats

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 CHAPTER 13

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 CHAPTER 13

Components Of A Contingency
Plan Checklist
Communication:
• Signage should be clear; staff should be able to communicate via radio
with one another and emergency services.

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SECTION 12-13
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Worst Case Preparation:

• Train staff in emergency medical procedures such as CPR. Have
portable defibrillators on site. Create an emergency preparedness
plan for the site.

Check Floor Plans:

• Ensure that all doors labeled as emergency exists are located
where expected and functional.

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Share Information:
• Post safety information and share information with
guests in advance of any need. Make sure guests are
aware of emergency exit locations.

Fire Preparedness:
• Know the location of extinguishers
and alarms. Use décor that is
fireproof or fire retardant. Inspect
rented equipment and materials for
fire safety certifications.
Clear a Path:
• Keep pathways and exit routes
clear of obstructions.

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 CHAPTER 13

See Something Say

Something: Coordinate
with local police if
attendees will include VIPs.
Train staff to keep an eye
out for suspicious packages
and other danger signs.

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Light the Way:

• Make sure lighting is adequate to ensure the safety
of guests. Have flashlights on hand to assist as
needed.

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Demonstrate
Leadership:
• If an evacuation is
necessary, you and your
staff should be trained
and prepared to direct
it.
• Self-evacuations can be
chaotic and dangerous.
• Direct attendees to a
predetermined location
and maintain calm.

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 CHAPTER 13

SOME FINAL TIPS

• Don’t take any chances. Safety comes first.
• Remember to conduct due diligence before and
during the event.
• Find out the fire marshal requirements for the venue
as early as possible.
• Request needed permits as soon as possible.
• Inquire who will obtain the permit, you or the vendor.
• Don’t cover the emergency exit signs, unless
approved.

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 CHAPTER 13

Insurance
• Insurance is a necessity in the operation of any business, but ideally, proper
planning and risk assessment will limit your need to call upon this coverage.
• Careful consideration of all risks will help ensure that your client, guests,
property and employees are all kept safe and secure.

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 CHAPTER 13

While ensuring the safety of the event,

don’t forget to insure yourself as the
event planner.

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• General liability insurance covers your event planning

business in case you are sued.

• Worker’s Compensation insurance covers you business’ liability for employee

injuries. If a member of your staff is injured on the job, you may be liable for
their medical treatment and other costs.

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 CHAPTER 13

• Property insurance is used to secure your

business’ physical assets in the case of damage.
• Inland marine insurance covers your physical
property when it is not located in your place of
business. This insurance covers the risk of loss
for property at a venue or when travelling.

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