Why safety begins with preparation

Every safety plan starts with a risk assessment. What can go wrong, how likely is it, and what is the impact?

Walk through the entire event journey: from arrival to departure. Where are the risks? Think of crowding and pushing at check-in. In the main hall, trip hazards and poor ventilation may play a role. At the catering, allergies and fire risk from cooking are the concern. In the car park it's traffic flows. And during the build, work by technicians is a point of attention.

Categorise risks by likelihood and impact. A medical emergency is low-likelihood but high-impact. Crowding at the cloakroom is high-likelihood but low-impact. That categorisation determines where you focus your budget and attention.

Always visit the venue beforehand and walk through it with a safety lens. Check whether the emergency exits are accessible and whether the escape routes are clear and lit. Pay attention to the width of corridors, any obstacles on walkways, and the placement of fire extinguishers and AEDs.

Document everything. Your risk assessment is more than an internal document. For larger events, the council or fire brigade may request it as part of the permits process.

Workplace emergency response (BHV) is mandatory at every event. The statutory framework for workplace emergency response on Arboportaal sets out exactly what obligations you have as an organiser and employer. You must have enough trained workplace emergency responders on hand to act quickly in case of fire, evacuation or a medical incident.

The rule of thumb is one workplace emergency responder per 50 people present, with a minimum of two. For events with more than 500 visitors, you scale up. Consider a professional first aid post staffed by a nurse or paramedic.

Make sure emergency responders are recognisable: a hi-vis vest, a badge or a wristband. Guests should be able to see in one glance whom they can approach in case of an incident. Brief the responders beforehand on the venue: where are the AEDs, where are the emergency exits, how does the evacuation alarm work?

Place at least one AED (automated external defibrillator) in an easily accessible spot. See the guidance from the Dutch Heart Foundation on AED placement for visibility, accessibility and registration requirements. For large venues or multiple floors: multiple AEDs. Check that the device is charged and serviced. Not the AED that has been hanging in a cupboard for two years without checks.

First-aid kits at several locations: at registration, backstage, and at the catering. Also think about medications guests may need. Ask at registration about allergies and medical considerations.

Crowd management is the art of guiding the flow of people without guests noticing. It prevents dangerous situations and at the same time improves the guest experience.

Start with capacity. Every room has a maximum permitted number of people, set by the fire brigade. Never exceed this: not 'briefly', not 'temporarily' and not because sales has invited another thirty guests at the last minute.

Design your floor plan with the flow of people in mind: the route from check-in to hall, from hall to toilets and from foyer to food trucks. Crossing flows create bottlenecks. One-way traffic often works better than two-way traffic in narrow corridors.

At busy moments (check-in, break, drinks reception) deploy extra staff as traffic marshals. Their role is to guide, not to block. A friendly host or hostess pointing the way is more effective than a sign with an arrow.

Monitor crowd levels continuously. At large events, a camera at the entrance and at the busiest points is not a luxury. That way you can intervene quickly if it gets too crowded somewhere. Also see our article on registration and check-in for tips on spreading arrival times.

Fire is the most feared scenario at an event. Fortunately the measures are well regulated and relatively straightforward to put in place.

Check the venue's fire safety provisions: sprinklers, fire alarms, emergency lighting, exit signage. When you fit out the space (with décor, stands, stages or furniture), you must never block emergency exits or escape routes. Keep at least 1.10 metres clear in corridors and routes to emergency exits.

Make an evacuation plan specifically for your event. Not a standard plan from the venue. Create a tailored version that takes account of your layout, your guests and your programme. Set out who gives the signal, who opens the emergency exits, where the assembly point is and who counts the guests.

Rehearse the plan with your team. A full evacuation drill is not required. Do make sure every staff member knows what is expected of them. A brief ten-minute briefing before the start will do.

Decoration and styling must be flame-retardant. Use B1-certified materials for drapes, banners and chair covers. Candles or open flames at an event? Only if the venue explicitly allows it and a fire warden is present.

Security is more than someone in a suit at the door. It's a layered system that starts at the invitation and ends when the last guest leaves.

The first layer is access control. Who is allowed in? Work with a closed guest list or a ticketing system. For open events (think of a staff festival on the company grounds), a wristband or badge is the minimum.

The second layer is visible security. For events with more than 250 guests, professional security is advisable. For events with VIP guests, sensitive subjects or media contact, it is a must. Security staff should be discreet but recognisable: they should de-escalate, not intimidate.

The third layer is an emergency protocol. What do you do if an uninvited guest enters, if there is a threat or if a guest behaves aggressively? Draw up scenarios and run through them with your security team beforehand.

Don't forget cyber security. If your event app, registration system or Wi-Fi network is hacked, you have a different kind of crisis on your hands. Provide separate networks: one for the organisation, one for guests. Use strong passwords and two-factor authentication on all event tools.

Organising (partly) outdoors? Then the weather is your biggest uncontrollable factor. But you can prepare for it.

Keep an eye on the weather forecast from two weeks before your event. In extreme heat (above 30°C) provide enough shade, water and cooled spaces. In storms or thunderstorms, have a plan to bring guests inside quickly, and a decision point at which you cancel the outdoor part.

Rain is manageable with the right provisions: shelters, umbrellas at the entrance, anti-slip mats on walkways, doormats inside. Mud and slipperiness are the real risks in rain. Think of extra floor covering on grass.

Wind is underestimated and dangerous. Loose banners, inflatable structures, stage drapes and parasols become projectiles at wind force 6 or higher. Anchor anything that stands free and have a protocol to remove loose elements quickly.

Formulate a weather protocol with clear triggers. Under what conditions do you switch to plan B, who makes that call and how do you communicate it to guests? A good protocol prevents panic decisions in the moment. Also read our tips on hybrid events if you are considering an indoor alternative or live stream as plan B.

Need help with the safety preparation for your event? Get in touch via live-impact.nl/contact or call us on 085 401 40 14.

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