GROUP 2

EVENT PLANNING AND RISK ASSESSMENT

What is Event Planning?

 Event planning involves planning, budgeting, site selection, arranging all the necessities
associated with decor, and coordinating transport. It also handles how to address the safety to
the guest, the capacity, and the emergency preparedness.

TYPES OF EVENTS

Music Concerts - These events often attract large crowds. Crowd management requirements include
proper crowd flow management, designated entry and exit points, security personnel for crowd control,
crowd monitoring and surveillance, and emergency response plans.

Sports Events - Sporting events, especially those with high attendance, require crowd management
measures such as crowd control barriers, ticketing systems, security personnel for crowd control and
safety, crowd flow management, and emergency medical services on-site.

Festivals and Carnivals - These events can attract large and diverse crowds. Crowd management
requirements include crowd flow management, designated entry and exit points, security personnel for
crowd control, crowd monitoring, crowd density management, and emergency response plans.

Trade Shows and Exhibitions - Crowd management for trade shows and exhibitions involves managing
the flow of attendees, ensuring proper signage and directions, organizing queuing systems, and
providing adequate security to prevent overcrowding or theft.

Cultural and Art Events - Crowd management for cultural and arts events includes ensuring proper
crowd flow management, security measures, designated entry and exit points, and crowd monitoring to
maintain safety and order.

Charity Galas and Balls - Crowd management for charity galas and balls involves managing guest flow,
seating arrangements, parking, and ensuring a smooth and organized event. Security measures may also
be required.

Weddings and Receptions - While weddings and receptions may have smaller crowds, crowd
management is still important. It includes managing guest flow, seating arrangements, and parking, and
ensuring a smooth and organized event.

Political Rallies and Campaign Events - Crowd management for political rallies and campaign events
involves ensuring proper crowd control, security measures, access control, and crowd monitoring to
maintain order and safety.

Conferences and Seminars - Crowd management for conferences and seminars involves managing
attendee registration, providing clear directions and signage, ensuring proper seating arrangements, and
organizing crowd flow during breaks and networking sessions.
What is Hazard Identification and Risk Assessment?

 Hazard identification and risk assessment (HIRA) are two processes necessary for maintaining a
high level of safety and efficiency in an event. These processes aim to identify potential risks and
hazards, assess their severity, and put management teams in a better position to put controls
and preventive and corrective actions.

During hazard identification, teams inspect workspace and processes to identify potential risks to human
health and safety. The types of hazards teams may identify vary from organization to organization, but
it’s crucial to ensure that the team detects any potential threats to your worker’s safety.

On the flip side, a risk assessment is the next step after hazard identification. This is the process of
assessing the risks and hazards found during the identification process and determining their severity,
likelihood, and other factors. That way, the team can create a comprehensive and effective plan to
protect the audience.

Identify key hazards affecting crowd safety:

Hazards from crowd dynamics

Hazards from venue or event activity

Determine the number of people who will attend

Assess the venue/site suitability

Assess existing precautions – what more should be done?

 Some hazards may already be controlled, whether by deliberate measures (recently improved
lighting on stairways) or by the circumstances in which they are found (eg street lighting outside
the venue may incidentally light the venue entrance stairs). You should therefore identify the
precautions and decide whether they are adequate or whether more should be done.

Examples of putting controls in place show additional steps you might take to address risks you have
identified.

Create a crowd management plan Once you have assessed the risks, you should create a crowd
management plan. Use any venue/site design drawings to help you with this.

Your plan should also include how you will respond effectively to accidents and other emergencies.
Review your plan

 Organizers, their stewarding contractors, and other agencies involved should periodically check
the methods for managing crowd safety to ensure they are working and being followed.

After an event

 It is also good practice to debrief after an event and certainly after any significant
incident/emergency or when any changes in venue design or procedures are considered.

Developing Comprehensive Event plans

 A strong event crowd management plan is critical when large groups gather, but it’s a detail that
often ends up as an afterthought. Sadly, the necessity for this type of plan has been highlighted
by the rising number of crowd-related disasters in recent years.

As the excitement and passion levels increase, so does the risk of hazardous incidents. Fortunately,
many things can be done to mitigate the risk.

Develop an event crowd management plan long before the event

When preparing an event crowd management plan, the first step is to ensure venue staff members
are trained to prevent and handle any hazardous situations.

Those responsible for the event must allow time for information gathering, consulting relevant
parties for counsel, and establishing adequate protocols to manage crowd safety.

Local authorities, emergency services, and internal staff such as security should be involved in
planning.

The plan should also factor in the following details:

Venue capacity

Location of entrances and exits

Emergency escape routes

Allowances for guests with special needs

Maintenance of equipment, such as turnstiles

Access to first-aid facilities

Adverse weather plans

Creating a Comprehensive Event Security Plan: A Step-by-Step Guide

Step 1: Define Your Event's Objectives and Risk Profile

Step 2: Assemble Your Security Team

Step 3: Venue Assessment and Collaboration

Step 4: Risk Assessment and Threat Analysis

Step 5: Develop Security Policies and Procedures

Step 6: Implement Access Control Measures

Step 7: Crowd Management and Evacuation Plans

Step 8: Communication and Incident Response

Step 9: Training and Drills

Step 10: Vendor and Staff Security

Step 11: Public Awareness and Education

Step 12: Post-Event Evaluation