Zenit Safety contingency planningContingency Planning Emergency Procedures

Zenith Safety Consultants will document your procedures for fire, site evacuation, communicating with your audience in an emergency, contacting the emergency services and who will make decisions etc. Zenith Safety Consultants also include definitions, such as when an incident becomes major and is handed over to the police or other emergency service. Zenith Safety Consultants will need to share your emergency procedures with your event staff, contractors, volunteers and the emergency services.

Zenith Safety Consultants also document any contingency plans.

For example, in case of severe weather you should consider:

- any weather conditions that may lead to your event being cancelled and how you will manage this
- how you will let people know if the event has to be cancelled
- if you need insurance coverage for cancellation reasons such as thunderstorms, water-logged ground etc
- if there is any flood risk for the site and what arrangements will be in place to mitigate any impact
- how your event management team will decide if weather conditions are too risky for your event to go-ahead

Contingency planning and resilience is a function of all public bodies who have to plan and cooperate in the response to and management of emergency situations.
Zenith Safety Consultants consider the response to a major incident lies solely with the emergency services, but are aware of such events as part of the risk assessment process. The key to contingency planning is risk assessment. Zenith Safety Consultants try to consider the likely events and assess them but also consider the unlikely.

Zenith Touches on the following Points to plan for:

- Location
- Access, egress and sterile routes
- Designate an emergency control point
- How to brief your staff
- Consider an evacuation plan
- Security
- Roles and responsibilities
- Resourcing
- Plan for dealing with the media

It should be stressed that whilst many of these actions may seem to be specific to larger events, correct planning and risk assessment should look at these issues even for small events.

Organisers should consider a section on major emergencies as part of their overall event management plan. It should also be shared with the emergency responders before the event.