# Presentation: 346947

## Pre-Event Planning

**Unit 2**

## Unit 2 Overview

**This unit describes:**
**When communities should begin planning for a special event.**
**The concept of involving a team of key personnel in the pre-event planning process.**
**The general flow of events for planning a special event.**

## Unit 2 Overview (cont.)

**The process for organizing the planning team meeting.**
**Common special issues ****related to pre-event ****planning.**
**Strategies for successfully ****planning a special event.**

## Unit Objectives

**Identify the hazards and ****associated risks that a ****jurisdiction must address ****when planning for any event.**
**Describe the importance of pre-event planning and determine who should be included on the planning team.**

## Unit Objectives (cont.)

**Identify key steps in planning a special event.**
**Identify strategies for successfully planning a special event.**
**List the key issues to be considered during the pre-event ****planning process.**

## The Importance of Planning

**Before scheduling an event, planners should consider the:**
** ****Scope of the event**
** ****Risks to spectators and participants**
** ****Impact on the community**
** ****Emergency support needed**
** ****Permitting required**

## The Planning Team

**Multidisciplinary approach**
**advantages:**
** ****A sense of ownership**
** ****Greater access to resources**
** ****Forming cooperative relationships**

## Team Members

**Emergency Management**
**Law Enforcement**
**Fire and Rescue**
**Public Works/Utilities**
**Public Health**
**Transportation Authority**

## Team Considerations

**Identify the lead agency early in the process**
**The lead agency for public safety planning is usually the emergency management agency**

**“****Approving Authority Checklist” Job Aids Page A-22**

## Promoters or Sponsors

**Involve promoters and sponsors in all phases from the beginning**
**Ensure that promoters’ first priority is public safety**
**Involve local agency participation**

## Ways to Encourage Participation

**Require promoter attendance at planning meetings**
**Build public agency regulatory oversight of the promoter into the permit process**
**Require the promoter to have adequate contingency plans in place before approving an event**

**“****Promoter/Sponsor Checklist” **
**Job Aids Page A-9**

## Community Cooperation

**Mutual aid**
**Agencies on team can pool resources and share**
**Agencies can set up programs with neighboring communities**

## Community Cooperation (cont.)

**Public-private partnerships**
**Contractual agreement between public agency and a corporation**
**Each party shares services and facilities for the use of the general public**
**Shared risk and reward**

## Community Cooperation (cont.)

**Other established agreements**
**Important for planners to be aware of these before putting other agreements in place**
**May be part of the local Emergency Operations Plan**

## Local Agencies

**Always include the following agencies in pre-event planning:**
**Organizations and agencies representing the disabled**
**Emergency services and public safety agencies**
**Health agencies and medical community representatives**

## Local Agencies (cont.)

**Always include:**
**Legal counsel**
**Local Emergency Planning Committees (LEPCs)**
**Public works agencies and utility companies**
**Purchasing and procurement agencies**

## Local Leaders

**Always include the following community leaders in your pre-event planning:**
**City Manager**
**Community relations officials**
**Emergency services officials**
**Elected officials**

## Other Team Members

**For specific types of events, other team members include:**
**Animal care and control organizations**
**The Chamber of Commerce**
**Communications representatives**
**Community services representatives and voluntary organizations**
**Labor and professional organizations**
**Private-sector representatives**
**School officials**

## Activity 2.1

**Break into 5 small groups**
**Each group assigned a category**
**Brainstorm a list of organizations, agencies or people needed for your event planning team**
**Discussion**

## Planning Considerations

**Initial planning team meeting**
**Develop a mission statement**
**Develop event objectives**
**Determine the necessary components of the public safety plan**

## Initial Planning Team Meeting

**Meeting team considerations:**
**The promoter’s or sponsoring organization’s purpose and experience**
**Event risks**
**Previous event concerns**
**Relevant local concerns**
**Weather**
**Community impact**

## Mission Statement

**An effective mission statement must:**
**Include public health and safety as a critical goal for the event**
**Express the special event’s purpose in a way that inspires commitment and innovation**
**Resonate with the people working on and for the special event, as well as with the various attendees that the event hopes to attract**

## Mission Statement (cont.)

**Questions to answer**
**What is the purpose of the special event? **
**What are we doing to address the purpose? **
**What benefits or values will result from the event? **
**How will public health and safety be protected? **

## Event Objectives

**Good objectives are SMART**

**“****Special Event Planning Checklist” ****Job Aids Page A-4 – A-8**

**Specific**
**Measurable**
**Achievable**
**Realistic**
**Time-based**

## Issues to Consider

**Common special issues related to pre-event planning include:**
**The permit approval process**
**Legal issues**
**Liability issues**
**Political issues**
**Economic issues**
**Attendee issues**

## Permit-Approval Process

**The information below should be available to promoters before beginning the permit-approval process:**
**Identity of the approving authority and any other authorities actively involved in the approval process. **
**Relevant statutes, ordinances, codes, and standards (i.e., life safety codes) existing for special events and mass gatherings. **

## Permit-Approval Process (cont.)

**Documentation required to support their application**
**Insurance, bond, and ****liability information**
**Relevant deadlines for ****filing applications**

## Permit-Approval Process (cont.)

**Some communities have “One-Stop Shopping” for permitting.**
**This ensures that all required agencies are notified before the permit is issued.**
**Make sure to build in time for delays.**

## Legal Issues

**Promoters should consider:**
**Injuries**
**Acts or omissions**
**Costs incurred in responding to major emergencies occasioned by the event**
**Effects of the event on normal emergency operations**

## Legal Issues (cont.)

**Fee structures**
** “****User Pays” policies**
** ****Escrow funds**
** ****Overtime costs**

## Liability Issues

**Bond posted or liability insurance**
**Emergency response**
**Venue cleanup**
**Traffic control**
**Crowd control**
**Statutory authority/Emergency powers**

## Political and Economic Issues

**Encourage elected political officials to support the event**
**Do not sacrifice public safety for economic benefit **
**Consider impact to fire and police agencies**
**Consider additional staffing to avoid negative impact**

## Safety and Security Issues/Terrorism

**Targets for terrorist activities**
**Large number of people**
**Media coverage**
**High profile impact  **
**Certain events are high risk **
**Date of the event (holiday, anniversary)**
**Nature of the event **
**Location of the event**
**Participants in the event **

## Safety and Security Issues/Terrorism (cont.)

**Planners can prepare:**
**Know possible risks that event poses**
**Know audience event will attract**
**Ensure public safety personnel are trained and equipped with PPE**
**Ensure public safety teams understand how to mitigate incidents**
**Coordinate with Federal officials, including FBI or the Office of the Secretary of State if necessary**

## Safety and Security Issues/Terrorism (cont.)

**Anti-terrorism: ****Actions taken to mitigate potential effects of terrorist activity.**
**Counter-terrorism: ****Actions taken or activities planned to prevent a terrorist activity or event. **

**“****Terrorist Threats and Targets” **
**Job Aids Page 1-15 – 1-16 **

## Activity 2.2

**Divide into small groups**
**Begin planning an event**
**Assigned Generic Scenario**
**Existing Upcoming Event**
**Identify organizations and functions that need to be coordinated and issues to be addressed**
**Discussion**

## Pre-Event Planning

**Questions?**