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It’s Tuesday and that means another edition of Tuesday Tips for Planning Safe Events!

Today’s tip is to provide a hands-on, interactive orientation/training session for all of your event staff/volunteers

To ensure that your event runs smoothly and safely, it is important to know that your staff/volunteers are properly trained on their duties and responsibilities prior to the event taking place. By inviting your staff/volunteers to participate in an interactive training and orientation program, you can ensure that they are equipped with the necessary knowledge and skills to safely plan and lead your event.

Here are some suggestions for developing a strong training/orientation session:

  • Share with your staff/volunteers as much as possible about your organization and its mission, services, etc.
  • If possible, do a walk-through of the event so that your staff/volunteers will have a realistic idea of what to expect and how best to fulfill their duties/responsibilities
  • Use multimedia (pictures, videos, slideshows, etc.) throughout the training program to display safety measures and injury prevention techniques, etc. These tools will help your volunteers/staff to visualize what you are teaching them.
  • If the event has been held before, use the prior year’s reports to educate and inform your staff/volunteers—you may even have previous staff/volunteers share their stories/experiences with the group
  • Allow for engagement and activity by creating “What if…” scenarios and having the staff/volunteers brainstorm their ideas on how to appropriately handle the given situation. Compare and critique these ideas as a group and offer suggestions for improvement.
  • Allow the opportunity for staff/volunteers to ask questions and provide feedback on the information you are giving them
  • Provide staff with information on who they should notify in case of an accident or emergency. One idea is to have an Event Medical team on site so that help is nearby and your staff/volunteers know who to contact for immediate assistance.

When planning any orientation or training, it is important to consider the question, “What would someone need to know to feel comfortable and competent in carrying out this position?” The answer to that question should lead you to the final design of your training program. Remember that the more prepared your staff and volunteers are, the safer your event will be.

When planning an event there can be an overwhelming number of factors to consider. Amidst deciding on a number of details such as theme, food, entertainment, music, etc., it’s important that you also plan for the safe execution of your event so that it remains a positive experience for everyone involved. This means being prepared for any circumstances that may arise which could put any of your staff, volunteers, or guests in danger.

To help keep your event safe, we’ve put together the top three reasons why you should hire an event medical company for your next event:

       1. No matter the size or activity, every event has risk, and medical emergencies can happen at any moment

When you are hosting an event, you need to understand the risks associated with your event and have plans in place for dealing with incidents if they do occur. For example, your event might include novice participants who are more likely to injure themselves, or advanced participants that may be attempting more dangerous activities with increased likeliness for serious trauma. Regardless of the event you are hosting, you will want to have professionally trained and certified paramedics on-site to be able to handle emergencies prior to 911 responders arriving on scene. This is especially helpful if your event is taking place in a remote location, far from the nearest hospital.

     2. It sets your event apart from others

Events with professional event medical services that are visible and easy to access make participants feel safe. Demonstrating superior attention to the safety of your attendees and staff will highlight your events’ calibre of professionalism and set it apart from other events. With trained and certified medical professionals on-site, participants will recognize the considerable effort put into maintaining their safety, and your event will be seen as reputable and trustworthy.

      3.You will have peace of mind knowing that your liability is reduced

As the event organizer, you are likely responsible for any incidents that occur, whether planned or accidental, during the duration of your event. Putting on events can be high risk and high liability. When it comes to big risk factors such as unpredictability of weather or handling a potential unforeseen accident, you want professionals by your side to help. When you hire an event medical team, like Spectrum Event Medical Services, they will work with you to identify hazards and create a plan to address those hazards should an incident occur, all with the goal of reducing your risk and liability.

Even the most creative event with fantastic décor, high quality entertainment, and a very successful turnout, can be subject to an emergency. To be certain that your event is a success, hire an event medical company to keep everyone’s safety assured. Remember that when it comes to safety, you can never be too prepared!

Planning a safe event requires a great deal of consideration and preparation. We are excited to introduce a new series on our blog today called “Tuesday Tips for Planning Safe Events.” This series will provide readers with helpful tips and guidelines for organizing events safely.

Today’s tip is identifying risks that may be associated with your event.

Regardless of how likely or unlikely a risk may seem, in order to be prepared and able to ensure safety at your event, you must be aware of any incidents that may occur.

Before the day of your event use this checklist to identify risks that may be associated with your event:

  • Create a list of the attractions and activities that make up your event, identifying all the possible hazards that could occur as a result
  • Consider whether the personnel at your event have the appropriate training necessary for the type of activities that will be taking place (Do you have safety/first aid personnel?)
  • Make note of any materials, structures, or machinery that will add risk to your event (For example, think of ladders, cables/wires, water features, etc.)
  • Remember that weather can be unpredictable, and be sure to take note of any incidents that could occur as a result of dangerous weather, especially if your event is to be held outdoors
  • Consider the approximate number of people expected at your event and any risks associated with that size of crowd
  • Consider the number of older people, people with disabilities, and children that you expect at your event, identifying any unique risks that may be heightened by those groups of people
  • Assess the location of your event and identify any risks associated with that particular area (Look at factors such as crime rates in the neighbourhood, history of violence in the area, distance to nearest hospital, etc.).

Remember that identifying all potential risks is key to organizing a safe event. Be diligent when determining the incidents you need to be prepared for in order to make sure you’ve considered every possible risk. It would likely be helpful to have someone double check your list of potential hazards as well in order to ensure that you haven’t overlooked anything. Hiring an event medical team or event specialist who is knowledgeable in event safety would be a great place to start, as they will be able to help identify risks and offer suggestions for overcoming them.  Don’t forget that the only way to truly be prepared for an emergency is to know in advance what could potentially transpire.

With the first week of 2015 almost over, we thought we’d take a moment to reflect on some of the amazing events we had the privilege of covering in 2014. From Pepsi pop-ups, to the TIFF street festival and sizzling summer music festivals, Spectrum EMS' paramedics had a year full of exciting events that often drew large crowds of all ages. While no two events are the same and can’t really be compared, we certainly can say that 2014 included one of the most unique events Spectrum EMS has covered thus far and has become one of our favourite events of 2014.

To launch its new on-demand video streaming service, CraveTVTM, Bell Media kicked off a massive promotional campaign with an attempt to break the Guinness World Records® mark for the Longest Marathon Watching TV. Spectrum EMS was onsite to ensure the wellbeing of the participants whose goal was to watch TV for 91 hours straight! Check out this video from our friends at Bell Media and Crave TV for highlights of the event. You’ll event spot some of our Spectrum EMS employees!



Spectrum Advantage

When you choose Spectrum Event Medical Services you get the Spectrum Advantage. With over 30 years of experience providing clients with event medical services, we can develop a customized event medical services plan that is tailored to the needs, attendees and location of your event or venue.

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For more information about our services contact us by phone at 1-866-527-9191 or fill out our Contact Form  or Get a Quote form and a Spectrum Event Medical Services representative will contact you as soon as possible.

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