Ask the Expert - Emergency Preparedness

Question: This year I have watched many natural disasters occur and wonder how should I be prepared if an event of mine was affected by one?

Answer: Any conference or event has a natural planning process which generally revolves around the agenda of how and who will be responsible for each item being handled. This of course makes the assumption that everything will go as planned. You need to have a backup plan for each item on your agenda, however, and what steps you will take to remedy any part not going as planned.

Question: Can you give me an idea of what I should review at my venue before my event starts?

Answer: When you start your event, make a point to have someone point out where all the emergency exists are located and be sure you have personally checked them to make sure they are not blocked and know where each exit leads. Also designate a meeting area where you can verify that everyone is out or know who you need to locate.

Question: How do you prepare an emergency plan and how extensive should it be?

Answer: You need to create a plan based on items you can control or at least deal with and items that are beyond what you can handle and require outside assistance. Start by having the emergency contact information for everyone in attendance to include email, phone numbers of emergency contacts and a mailing address. Phone numbers should include land lines as well as cell numbers so if one source goes down the other may still be available to use. If there is an extreme weather situation have all the airline phone numbers available to see what travel options are available. Always ask the venue you are using what emergencies they have handled and if they are prepared to implement those solutions again.

Question: What do you do when the power goes out or something similar?

Answer: There are some simple things you can do that can avert some problems. In your communications with your attendees suggest to them they download a Flashlight app for their cell phone if they do not already have it. This would let each person have some light available to them, whether they are in a conference room or their individual guest room. Having a cell phone charging area available during the event can have people prepared with a fully charged phone. Personally, I always carry a flashlight and have used it more often that you might imagine. If you have someone who wants to sponsor an item, this is a great one as it is something everyone can use and will be a long-lasting item.

Question: What do I do if an act of nature makes it impossible for us to hold our event?

Answer: This is an area where you need to be very careful in how you handle such a situation. Check with the venue on their ability to still host the event and what limitations there may be on how the event will be handled. If there is a question on whether the event can continue as planned, talk with the national sales office if possible and see what solutions may be available to you. Just because a venue may be scheduled to have a rain event on the day you planned your outside activities, such as golf, is not a reasonable cause to cancel or change locations.