Large events can present a considerable logistical challenge. When success relies on an ongoing collaboration between dozens, or even hundreds, of individuals and organisations, and thousands of would-be visitors, having the right systems in place can often be crucial.
So, what’s required to avoid problems, and to ensure that everything works as it should?
Build the Operational Plan Long Before the Gates Open
The most important feature of any plan is that it’s timely. The earlier you develop your plan, the earlier you can establish what you need to do – and when you need to do it.
For example, you might need to establish that the site is suitable, and what modifications need to be made before the public arrives. This can require that you coordinate contractors, which might in turn require a clear chain of command.
Health and safety should be a major concern, of course, since large events can bring about unique kinds of risk. Performing a risk assessment might help you to minimise these.
Keep People, Supplies and Services Moving
Keeping a large site safe for everyone means thinking about how people can move around. If you have a group of food trucks in the middle of a field, for example, you’ll need to have a means for those trucks to be resupplied. Vehicle access is often crucial – but you’ll need to ensure that those vehicles don’t pose a danger to pedestrians.
Unexpected shortages of some material or other are just about inevitable. Experience might teach you to anticipate certain difficulties – but talking to your contractors might do the same thing.
When an urgent logistical problem strikes, and you need crucial gear at a moment’s notice, having a same-day delivery courier to call upon might be worthwhile. That way, the music won’t need to stop just because the PA system has blown up.
Manage Crowds Through People, Communication and Live Monitoring
When you’re trying to manage a large crowd, the ability to pass messages between staff is essential. It might be that members of the security team are spread out over a wide area, and that they need a reliable way to communicate. That means issuing reliable radios, and keeping the airwaves chatter-free.
Having a process in place for calling for help, and for escalating certain situations, is essential. A few drills, and a little bit of general training, might help your team to react decisively in the face of an unforeseen emergency.
Plan for Disruption, Not Just the Perfect Day
Large events rarely go entirely to plan. This goes especially when you’re outdoors, and vulnerable to changes in the weather. You shouldn’t just hope that your equipment won’t fail, or that no-one will suffer an allergic reaction, or that you won’t be forced to evacuate because of a malicious phone call. Instead, you should plan for these things.
This means not only coordinating with local authorities and emergency services, but also conducting a debriefing, so that lessons can be learned in advance of your next event.
