Emergency Action Plans for Community Events

A number of my posts on Rural Resurrection discuss, or at least mention, community events. Community events are important to the overall cultural fabric of your community. They bring people together, create lasting memories, and help give your residents a sense of belonging. Depending on the event, they are also a good way to give others a peek into the community from the outside.

However, community events can quickly go awry. In an instant, an event can become disastrous, creating the wrong type of lasting memories. Memories that can stick with your community for months, years, or even several decades. Communities should take the time to create Emergency Action Plans for community events.

A Tragic Example

Recently, one of my coworkers joined in on a regional biking event. The event, which celebrates one of the great trails in our area, has drawn more interest year-to-year. Yet, this year, the ride was ravaged by a late-night storm with winds exceeding 60mph. Although a nearby building was open for shelter, not everyone accepted the opportunity, and a nearby shed collapsed on one of the campers. The effects of the storm and the resulting fatality not only ruined this year’s event, but it made headlines for hundreds of miles.

Though event staff made efforts to mitigate the potential impacts of the storm on those involved, there will always be second-guessers. There will always be those who will critique what was

What Is an Emergency Action Plan?

An Emergency Action Plan (EAP) is a document that outlines the procedures, roles, and responsibilities for responding to potential emergencies during an event. EAPs provide details on how to approach a variety of potential emergencies. Everything from how to evacuate a venue to how to communicate with first responders and attendees.

EAPs are not just for large-scale events (like RAGBRAI) or high-risk areas. Even small-town events can face unpredictable hazards, making it crucial for organizers to think ahead.

The development of an Emergency Action Plan also helps build trust with local officials, reduces legal risk, and ensures your event remains remembered for the right reasons. An emergency’s impact on a previous community event can create a cloud over future events for years to come. Avoiding this cloud of uncertainty is critical to the future success of the event.

Samples

Provided below are a couple of examples of emergency action plans. They are examples of what’s been adopted in larger communities and are more in-depth than what is needed in a smaller community. However, they provide a good example of what to consider and provide a base for developing your own.

Park City, UT – Outdoor Special Event Emergency Operations Plan

Bellingham, WA – Emergency Action Plan for Special Events

As additional resources, links have been provided below to the Event Emergency Action Plan page for South Dakota State University and the Alaska Municipal League’s Emergency Response Plan Toolkit. SDSU’s page is primarily directed towards events at the University, but it is a good guide for creating your own. The Alaska Municipal League’s toolkit is not specifically for community events, but it is a good resource for small towns.

South Dakota State University – Event Emergency Action Plan (EEAP)

Alaska Municipal League – Small Community Emergency Response Plan Toolkit

Final Thoughts

Organizing a community event is often a daunting task. In small towns with limited involvement, there is little time for additional tasks. But emergency action planning should be seen as a required task within your processes. By preparing for the unexpected, you protect your residents, your visitors, and the legacy of your event.

Prepare for the unexpected now. Preparation today can make all the difference when and if disaster strikes.

September is National Preparedness Month. Each year, National Preparedness Month is recognized to promote family and community disaster and emergency planning.