An organization's role is not to eliminate all risk, but to understand it, brief staff clearly, and put proportionate measures in place. Sensible preparation, appropriate venue selection, and clear communication often make the difference between a minor disruption and a serious duty-of-care issue.
Risk Assessments, Advisories, and Preparation
- Conduct concise, event-specific risk assessments for both indoor and outdoor elements, covering crowd density, access/egress, vehicle exposure, fire safety, weather, public disorder, and—in higher-risk locations—deliberate attacks.
- Plan for accessibility and inclusion, including considerations for employees who are pregnant, have disabilities, have underlying health or mobility conditions, or language needs.
- Share clear, accessible advisories with staff, including:
- Any known concerns around the venue or area.
- Practical guidance on travel, timing, dress, and behavior.
- Whether attendance is mandatory or voluntary, and any restrictions for higher-risk events or individuals.
- Provide targeted training or briefings on:
- Situational awareness and basic personal security.
- Crowd safety and how to move safely in dense environments.
- What to do in common emergency scenarios (sudden crowd surges, fire alarms, medical incidents, nearby disorder).
Event and Venue Controls
- Require venues to demonstrate:
- Clearly marked, unobstructed exits and maintained escape routes.
- A thought-through crowd-flow design that avoids dangerous bottlenecks and dead ends.
- A visible, appropriately trained security and medical presence.
- Confirm that procedures are in place for:
- Bag checks and prohibited items.
- Lost-child and vulnerable-person management.
- Temporary suspension or early closure of the event if conditions become unsafe (e.g. severe weather, unmanageable crowding).
Monitoring, Communication, and Crisis Readiness
- For significant events, monitor official advisories, local news, and security updates before and during the event to spot developing issues (e.g. transport disruption, protests, severe weather). Adjust timings, routes, or attendance if needed.
- Establish clear communication plans for staff:
- How they will receive last-minute updates or instructions before and during the event.
- How they should check in or confirm safety after a serious incident.
- Designate crisis response leads with clear authority to:
- Account for staff quickly.
- Issue instructions (e.g. delay, reroute, shelter on site, leave early).
- Activate medical, psychological, and travel support as required.
Post-incident Follow-up and Continuous Improvement
- After serious incidents, conduct timely welfare checks and confirm employee status.
- Debrief with staff and partners, document what worked well and what did not, and use these lessons to refine:
- Future event-approval processes.
- Briefing and training materials.
- Internal policies on travel and event attendance.
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