What are the best ways to handle unexpected emergencies at events?

As someone who often uses event planning templates, my risk assessment template is key during planning. It's hard to imagine assessing risks before planning begins. My checklist includes: initial threat assessment (now including pandemics), assessing threat levels, venue security, participant safety, a comprehensive communication plan for both staff and public, and recently added cybersecurity measures for data and network security plus social media monitoring. The plan covers various emergencies, while logistics addresses traffic, parking and crowd management. Each section has a threat level rating. Over time, I've expanded this list to stay prepared, it is impossible to foresee every risk but being informed minimizes surprises.

My husband was a “Secret Service agent” for state government officials. I can’t promise this is a complete list of his risk assessment techniques, but I’ll try. When doing “advance work” for an event, he would walk through all parts of the venue to determine: 1. How do people get in & out? Are there potential obstacles to ingress (e.g., hindered first responder access) & egress (e.g., stairs, broken elevator, locked door)? 2. What’s the quickest, semi-hidden VIP entrance & exit? Where should the limo park? 3. Where can people (VIPs, potential victims, perps) hide? Ceiling panel access? 4. During the event, where are attendees likely to be? 5. In the event of an emergency (e.g., fire, gunshot), what are the best exit routes for attendees?

Many venues already have emergency plans. (Insurers require this.) Consult with the facility manager to determine whether the venue’s plan considers all potential scenarios. Work with the facility manager to (1) address additional possible adverse events & (2) find out what, if anything, your staff can or should do to fill roles or assist.

In the context of an event at a specific venue, training really must occur by the venue’s designated emergency personnel and/or along with the venue’s emergency staff. That said, everyone can benefit from general kinds of training: first aid/ CPR/ AED certification (preferably provided by an American Heart Association-approved trainer), psychological first aid certification (online module by the National Child Traumatic Stress Network Learning Center), active shooter training, disaster preparedness/ Community Emergency Response Team (free by LAFD).