Experiencing overwhelm when it comes to managing your event?
Yeah, we don’t envy that. Here are 7 tips to help you navigate the world of event health and safety:
1. Know your event
As professionals who have worked with over 500 events and event professionals, we know that there is a LOT of info swimming around up there in your head. What can often feel overwhelming as an event organizer is translating all the in depth knowledge you have about your event into a snap shot to convey to local county officials, venue stakeholders, vendors, staff and more when it come to health and safety.
For this reason, we do a lot of work around asking questions and listening to the stories that our clients share with us about their event. Each event or festival experience we provide services for is totally unique, so it only makes sense to pursue a custom fitted plan for health and safety. These are the main factors that we have found influence the type and extent of services needed at any given event:
- Event Capacity
- Venue proximity to resources
- Number of entrances and exits to the venue
- Type of event
- Special considerations of the site (ie river access, highway nearby, etc)
2. Conduct Research
As with most vetting processes, it becomes necessary to compare the service offerings you find to make sure you are choosing the best fit for your event. The best fit for an event that gets 100,000 people checking in to setup their camp within a 48hr period of time is definitely going to be different than the best fit for a street festival that has 10,000 filter in through the course of the day.
3. Get Peer Input
So much of the time spent working on getting an event put together ends up being poured into creating processes and deliberating over decisions that so many other people in the industry have also faced. We are a big fan of asking for help when it’s needed and leaning on peers for support.
Ask yourself if you know anyone who may have experience planning medical or security coverage at their event and see if they are willing to answer some of your questions. Chances are they have key insight to share with you concerning what has/hasn’t worked for them.
4. Plan your budget
As a boutique services provider, we often have clients come to us looking for expert crafted and delivered security or medical services at their event- but without the budget to accommodate the request. We know that our services aren’t cheap, but they are worth it. Before you shop around for health and safety services at your event or festival, take a critical look at your budget and determine what type of service you want vs what you can afford.
If you want the people serving your event to be informed, engaged, supportive of your participant’s experience, and considering your best interest as the event manager at all times…
You’re looking for boutique service.
If, on the other hand, it matters less to you that you have a transparent and collaborative relationship with the medical and security providers at your event then you may be best suited to bring on services that fit the standard role of “security guard” or “medical provider”.
5. Ask Questions
At Flow Event Services we definitely ask a lot of questions! We ask our clients questions about each upcoming event. We ask our team questions about their experience and their needs. We ask ourselves questions about our work to see if we are doing our best.
As an event professional you are responsible for asking the right questions to any health and safety provider you bring into the fold. Make sure that no stone is left unturned in terms of what you feel comfortable discussing with your provider. Transparency about protocol and expectations is a critical factor that we have seen make or break the success of many events.
6. Critically Evaluate
So after you’ve had the experience of working with a security or medical provider at your event, it is critical to evaluate the service. We suggest taking notes throughout the whole quote and contract process and while on site at the event. This way you won’t have to stress about keeping key questions and details in your head. But you will be able to reference your notes to help you with follow up communication with your service provider.
The definition of insanity is repeating the same action over and over while expecting a different result. That’s how we feel about growing an event to exceed your expectations of success.
Take your evaluations and discuss them with your health and safety provider. We can pretty much guarantee that they will appreciate your feedback and your motivation to make it even better next year!