Lead-up and on the day
One way to ensure your staff and volunteers are fully informed about key aspects of your event is to collate important information into one event manual. This is particularly useful for large events.
Several days before the event, you should hold a meeting or briefing where you:
- distribute the event manual and any other key documentation, accreditation, uniforms, contact person and meeting point details
- go through the manual with staff, contractors, security and volunteers and ensure they are clear about the role they will perform on the day, emergency procedures, the command and control structure, the plans they will be implementing and the event’s communication protocols
- allow time for questions
- direct staff and volunteers to familiarise themselves with the manual’s contents, so that they can be as clear as possible about what will happen on the day.
To ensure your event runs smoothly, make sure you can access important information and documentation on the day of your event, including:
- copies of all contracts and permits
- incident and accident report forms
- safe work method statements from contractors
- a run sheet, outlining the key event timings, activities and programming
- a production schedule
- contact phone numbers of all staff, volunteers, performers, emergency personnel and other key stakeholders
- a risk assessment matrix and management plan
- a site plan, preferably with grid references
- an emergency management, emergency communications and emergency medical plan
- a transport management plan
- a crowd management plan
- a show stop protocol
- an alcohol and glass management plan, if relevant
- a security plan, including security guards and handling money
- a public communications plan, including communication protocols and channels during your event
- radio protocols and channels if relevant
- the command and control structure.