Make Back-to-School Events Safer: 7 Special Event Safety Tips

August 21, 2023
Blog

Listen to this blog

4 minutes

In the flurry of activity surrounding special events like open houses, parent-teacher conferences, dances, and sports competitions, it’s easy to become absorbed in the moment. But with the influx of visitors to your campus—including contractors and parents as well as students—there’s a fundamental aspect that should never be overshadowed: emergency preparedness.

Let’s dive into 7 essential considerations that schools must prioritize to ensure the safety and security of all participants during special events.

Assessing Risks for Special Events

Special events often bring together a blend of heightened emotions, increased attendees, and focused attention on the event itself. While these aspects contribute to the event’s energy, especially in the case of sports events or dances, they can also diminish situational awareness. This makes a comprehensive risk assessment even more imperative.

1. Identifying Potential Hazards: Thoroughly evaluating potential risks associated with the event is the first step toward effective preparedness.

Beyond the customary concerns, special events introduce a host of unique factors that can contribute to safety challenges. From the layout of the venue to the number of participants and the nature of the event, each aspect plays a role in shaping potential hazards. Identify where potential hazards and vulnerabilities exist in your event—then you can begin the work of mitigation.

2. Mitigating Risks: While it’s impossible to predict every possible scenario, planning for the unexpected is crucial. A few ways you can minimize potential risks include:

Establish a visitor management procedure that includes ID scanning. This not only helps you ensure only approved guests are welcomed onto your campus, but it also creates a list of guests to account for should an emergency occur.
Connect with your local police department to discuss and fine-tune your emergency response plan for special events.
Practice makes prepared—so, review emergency response plans with your staff and practice those procedures prior to events to make sure all school personnel are prepared to guide guests if the need arises.

Developing Effective Emergency Response Plans

The core of event safety lies in crafting meticulous emergency response plans that are specifically tailored to the nuances of the occasion. These plans not only outline procedures but also establish a framework for swift and coordinated responses in unique situations.

3. Assigning Roles and Responsibilities: Clearly defined roles are vital. Incident commanders, staff members, and volunteers all play crucial roles during emergencies. Defining these roles ensures a well-orchestrated response, where everyone understands their responsibilities and the hierarchy of command.

When assigning roles, consider the following:

In the event of a critical emergency, your staff may be contending with trauma along with your students and guests. Consider having multiple options for filling each role, including staff not in attendance.

Include support for mental health needs on-site through contracts with mental health professionals—and with spiritual leaders in the community.
Know where reunification will take place—and plan what the flow of traffic will be. This should include both vehicles as well as foot traffic.
Have one group of staff designated to identify students and another to identify guardians—who should be scanned through your visitor management system to verify students go home with the right person.

Communication Strategies for Every Phase

From the pre-event preparation to the event itself and post-event follow-up, having a comprehensive communication strategy is crucial.

4. Strategic Communication Planning: A well-thought-out communication plan should encompass all phases of the event. This includes not only relaying critical information during emergencies but also sharing safety reminders in the lead-up to the event.

Identify primary communication channels, whether it’s the PA system, social media platforms, or text messaging, ensures that information reaches attendees effectively.

Your communication plan should also include channels for your staff and emergency responders to communicate to better coordinate resources during a response.

Coupled with RapidSOS, Raptor Alert instantly shares information with dispatchers, including caller name, number, and precise location on campus. Raptor also instantly shares the dispatchable address and campus name, as well as the type of emergency. Because things change quickly in emergencies, Raptor Alert enables staff, public safety, and incident commanders to stay updated in real-time through group messaging.

5. Preparation and Collaboration: Collaboration is essential. By preparing contact lists that encompass emergency responders, staff, and relevant stakeholders, schools establish a network for streamlined communication. This collaboration extends to ensuring that event organizers, security personnel, and emergency responders are in sync, working seamlessly to ensure safety.

Equipping for Safety

Equipping the event with the right tools and resources can be the difference-maker in emergencies.

Being prepared means not just having resources but also ensuring that staff and volunteers are adequately trained to use them under pressure.

6. Essential Equipment: Identifying and procuring essential emergency equipment, such as first aid kits and fire extinguishers, is non-negotiable. These tools, strategically placed throughout the venue, can make a significant difference in managing emergencies effectively. Proper training ensures that these resources are used optimally.

Evaluating and Enhancing Preparedness

The conclusion of a special event marks the beginning of an equally important phase: evaluation. By critically assessing the response and gathering feedback, schools can evolve their emergency preparedness strategies.

7. Learning from Every Event: Post-event evaluations are invaluable learning opportunities. They help identify strengths and areas for improvement. Soliciting feedback from attendees, staff, and emergency responders provides valuable insights for refining the emergency response plan for future events.

Emergency Management reports cover drills, alerts, and user compliance and configuration status, with both centralized and local real-time reports available. Customizable reports allow for both school-level or District-level reporting on security-focused reports, or general reports for analytical and investigative purposes.

Prioritizing safety for everyone on campus

Ensuring the safety of all participants is a paramount duty. Comprehensive emergency response plans, well-defined communication strategies, and accessible emergency resources are the cornerstones of event safety.

Raptor can help. Learn more about emergency management best practices in our free guide.