No event is too small to have a set of safety protocols in place to ensure attendees and staff are protected in case of an unexpected occurrence or emergency. But these vital operations are often overlooked on an event planner’s long list of priorities. “Often, the last line item in the budget is safety,” says Ottawa- based Jason Gordon, founder of The Event Safety Professionals Company Inc. “And the very first item to get reduced or cut is safety.” The reason this kind of planning is so important is that the concept of safety need not pertain exclusively to threats or danger. It also directly influences event success and participant enjoyment. “Whether the event is large or small, indoors or outdoors, event planners must ensure their workers, volunteers and attendees are safe,” says Janet Sellery, programming chair with Event Safety Alliance of Canada. “It isn’t just about checking the ‘compliance’ boxes or avoiding liability, it’s about creating a positive experience for one and all.” A key tip from Sellery: Start to develop your plan early. “Due diligence begins in the planning phase.” With time on your side, here are some areas to focus on. keeping the hanger door open as part of the evacuation plan.” If your event is outdoors, says Gordon, the single biggest threat is weather, no matter the size of the event. “So, how are you going to deal with it? What’s your weather management plan as part of your emergency preparedness plan? Do you have a meteorological service?” Other considerations include how you will deal with wayfinding to and from the venue, as well as access for emergency services such as police and ambulances. Even at smaller venues, you must plan for integrating outside event staff with venue staff, and it’s crucial that these conversations happen up front. This ensures everyone is on the same page in terms of safety procedures and command hierarchy. CONSULT THE EXPERTS “Seek out resources and support from professionals if you don’t have sufficient expertise,” says Sellery. This includes areas such as occupational health and safety, engineering, weather planning, crowd flow and safety, security Good to Know GET WITH THE PLAN Step one is to develop an emergency preparedness plan (EPP), which outlines in detail how you will deal with any scenario. Permitting authorities will usually require this for the application, though it might not be specifically identified as an EPP. “This plan is going to change based on your venue, type of event and the demographic you’re drawing,” says Gordon. “Are you inside or outside? Is the company paying for all the alcohol? Is this event a once-a- year opportunity for everyone to let loose? What is the age range of attendees? How will you plan for evacuating people with mobility issues? All of this will influence how the event unfolds and what you need to be ready for.” The intended use of the venue must also be considered, especially for events held in non- conventional spaces. “I did a corporate event at an aircraft hangar, a facility meant to house less than 100 people—we brought in 1,000 people. The exits are built around 100 people, but fortunately aircraft hangers have great big hanger doors and so we were able to implement → Be at Ease How to create an event safety plan by Dick Snyder SAFE MEETINGS “ Whether the event is large or small, indoors or outdoors, event planners must ensure their workers, volunteers and attendees are safe" Fall 2025 | Ignitemag.ca | 13
