People work best when they know what they’re responsible for, and nowhere is this more important than if an emergency happens. You’ve got to communicate an emergency plan with your team, and practice if appropriate.
According to the HSE, you can test your plans by doing a tabletop exercise with your team. Try and work through as many scenarios as possible and establish how effective your planned response would be at ensuring the safety of everyone.
You can work with venue management on this, as well as emergency services (especially if you’re hosting an event that isn’t in a fixed venue). You should make decisions on, and record details of, the following:
If you’ve got an established emergency plan, with roles and responsibilities defined as above, then it’s a lot easier to act quickly and efficiency, but there’s also other concerns you’ll have to deal with after the fact:
Following up with affected parties.
If someone is affected by the emergency, make sure that’s not the last they hear from you.
Communicating what happened.
People might have seen or heard parts of what went on – but they won’t know the full story. Think about how you will manage what you tell people.
Learning from any mistakes.
Think about whether the incident could have been prevented and if there’s anything you can do better next time.