Preparing for a crisis can help to avert it, says Max Brown, Senior Director, Production Management, Corporate Events for Production Resource Group.
The key to crisis management is preparation, says Max Brown, Senior Director, Production Management, Corporate Events, Production Resource Group (PRG). For example, at the F1 Grand Prix opening ceremony in Las Vegas last year, PRG not only supported lighting, audio, and the debut of 7 mobile scenic units, but they also prepared an extensive plan to swiftly react to any unforeseen obstacles. This can include everything from dealing with inclement weather to ensuring structural safety to addressing technical malfunctions, to name just a few action items. Here are Brown’s top preparedness tips to help planners stay one step ahead and create a safe and stress-free experience for attendees:
1. Unconventional Venues. Offsite and non-traditional venues can add a level of charm and excitement to events, but these come with their own set of challenges. It’s important to collaborate with venue staff to learn about aspects such as power and utilities availability, security/emergency protocols, external noise or noise ordinances, exposure to the elements and accessibility for all attendees. Be prepared to adapt setups and flow to accommodate the quirks of the venue.
2. Plan for Inclement Weather. Planners know that weather can be unpredictable. If an event is outdoors or has significant outdoor components, it’s critical to have a detailed weather contingency plan. Monitor forecasts leading up to (and during) the event and have backup plans like tents, heaters  or cooling stations ready. Ensure that there are alternative indoor venues or rescheduling options in case of severe weather. Employing an onsite weather monitoring and alerting service can provide the planning team with the information to take action when needed.
3. Ensure Structural Engineering Integrity. For temporary installations and unconventional spaces, it’s essential to ensure that all structural elements meet safety standards. Certified structural engineers should inspect and approve plans for temporary stages, seating and any other significant setups. This also includes the safety of crew during installation. PRG, for example, reviews not only the safety of the final build, but also the iterative build stages with engineers and technicians. For large sites, a third party workplace safety monitor can flag any dangerous practices before injury or property damage occurs.
4. Prepare for Technical Malfunctions. Technical issues can disrupt even the most carefully planned event. To minimize the impact, conduct thorough tests of all equipment well in advance. This starts in the warehouse with pre-builds of control systems, testing product integration between suppliers, and providing technical leads the opportunity to test and organize gear before it goes on the truck. Importantly, always have a backup! By integrating live backups for power generation and all technical components including video, audio and lighting, any malfunctions will be swiftly addressed to keep the event running smoothly.
5. Communicate The Safety Plan. Ensure all staff and key stakeholders are familiar with emergency procedures and their roles. Use multiple communication channels, such as briefings, printed action plans distributed to all event staff and mobile alerts to keep everyone informed. Clear signage throughout the venue can guide attendees and emergency response personnel during a crisis, ensuring a coordinated and efficient response. Communication and briefings with local emergency response teams will help define the on-site requirements.
6. Train The Team for Crisis Management. Â Every event has its own special exposure to different risks and advanced training can make all the difference. Conduct regular training sessions and drills to prepare the event planning staff for various emergency scenarios. Deputize staff to act as risk management ambassadors for each scenario. Equip them with the knowledge and tools they need to respond effectively and maintain calm under pressure.
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