Organizing a safe event post-corona

Safety is a vital part of organising any event. As an organiser, you're responsible for the safety of your audience, staff and participants, as well as any property involved. The larger the event, the more important it is to be prepared for every risk, from incidents and emergencies to health and hygiene measures. Use this handy checklist to make sure nothing slips through the cracks.

Draw up a safety plan

A safety plan maps out all potential risks and the measures you'll take to manage them. It forces you to think everything through in advance. In the Netherlands, a safety plan is mandatory for events in risk class B (medium risk) and C (high risk), and you'll also need one when applying for a permit. Based on your plan, the municipality and emergency services decide whether additional measures are needed to keep the event safe.

Your safety plan covers every potential hazard. Use a risk matrix to assess the likelihood and impact of the most important risks, so you can prioritise your safety measures. Then work through them in order of priority, finding ways to eliminate or reduce each risk. A complete safety plan includes a traffic plan, an evacuation plan, a fire safety plan, a security plan and a medical and health plan.

Once the plan is ready, share it with everyone involved in organising the event. When everyone knows what to do, the risks on the day itself are much lower.

The venue

Before choosing a venue, check whether it meets all safety requirements or can be adapted to do so. Go through at least these four points:

• Capacity: Can the venue safely accommodate your expected number of guests? Will they be seated or standing, and is there enough room to move around comfortably?

• Access: Can everyone enter and leave the venue safely? Are there separate entrances and exits to keep the crowd flowing, and enough emergency exits? Is the venue accessible to wheelchair users and people with other disabilities?

• Hazards: Are there any potential dangers in or around the venue, such as cables, uneven floors or ground, or water nearby? Indoors, good lighting is essential wherever people move around: stairs, steps and exits must be clearly visible. Staff also need well-lit areas to work in, for example during setup and teardown. For outdoor events, plan for different weather conditions and consider what heavy rain or strong winds could do to tents, stages and stands.

• Emergency services: How far is the venue from the nearest emergency services and hospital? Can emergency vehicles reach the venue easily if something happens? For high-risk events, a permit is only issued after the emergency services have inspected the venue on site.

• Health and hygiene

  Good health and hygiene measures help keep everyone at your event safe and comfortable. Think about clean and well-stocked toilets, hand-washing or sanitising stations, regular cleaning during the event and safe food and drink preparation. Large crowds also call for good ventilation, especially indoors. And keep an eye on current guidelines from the national government, so you can respond quickly if new measures are introduced.

TedX AmsterdamWoman @Theater Amsterdam

Communication & signage

Whether it's an ordinary moment or, worse, an incident or emergency, you always want to avoid confusion at your event. Good communication, both beforehand and on the day, is key. Before the event, let all guests and staff know about the safety measures through clear emails and, for example, information sent along with the tickets. Event apps such as CLOSE and Momice can also be fully customised to keep guests up to date on the rules, facilities, programme and any last-minute changes.

Once the event begins, clear signage is essential. Think of signs, posters and screens that use text and icons to show the rules, emergency exits, first aid posts, routes and other instructions. Walk through the entire venue yourself, from the entrance and cloakroom to the main hall, toilets and catering, all the way back to the exit. Is everything clearly signposted along the way?

Signage on the theater seats @Theater Amsterdam 

Safety staff during the event

If something does happen, a fast response is crucial, and that's where people make the difference.

To put your safety plan into practice, you need a well-organised in-house emergency response team (known in the Netherlands as BHV), with enough trained staff to cover the event. The number of emergency response officers you need, and where to station them, depends on the number of guests. Quick action starts with alert eyes at key points around the venue. Your emergency response officers know the safety plan inside out, know exactly what to do in an evacuation and can provide first aid if a guest is taken ill. They also keep an eye on the crowd and can give instructions when needed. Depending on the nature and risk level of your event, security staff can take on part of this role too. Set out your approach in an emergency response plan.

Help with your safety plan

Organising an event at Theater Amsterdam? Our team has extensive experience with events of every size, and we're happy to answer any questions about safety and help you draw up your safety plan. Get in touch and let's make sure your event is both unforgettable and safe.