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Elevating Safety Standards: Lessons and Expectations for all Event Planners

Writer's picture: Jean RiversJean Rivers

Updated: Feb 5

In the wake of recent airplane safety incidents and fires that have shocked the world, it’s impossible not to draw parallels with aviation and event planning. Both industries thrive on precision, coordination, and the well-being of their clients. While event planners may not be navigating the skies, we’re responsible for managing complex environments where safety must be non-negotiable. It’s time for all of us in the events industry to reevaluate and elevate our safety protocols and The Blue Llama Events Team is committed to safety and getting this important message to all vendors in our industry.


The Importance of Pre-Event Safety Checks Much like pre-flight inspections, thorough venue walkthroughs should be a non-negotiable part of every event planner’s routine. This includes checking emergency exits, fire alarms, and ensuring that all equipment is in working order. Collaborate with venue managers and vendors to ensure everyone is on the same page about safety procedures.


Emergency Preparedness Plans: Expect the Unexpected Airlines train extensively for emergency scenarios, and so should event planners. Develop comprehensive emergency action plans (EAPs) that cover everything from medical emergencies to natural disasters. These plans should be shared with vendors, and even key guests when necessary. We will ensure our on site team knows the location of first aid kits, fire extinguishers, and defibrillators and every vendor has a copy of the emergency evacuation plans.


Vendor Vetting: Trust but Verify: Just as airlines rely on certified technicians for aircraft maintenance, event planners should thoroughly vet vendors to ensure they meet safety standards. From electrical setups to food safety protocols, it’s essential to verify that every vendor follows proper regulations and best practices.


Plans to keep crowds safe is of utmost importance
Plans to keep crowds safe is of utmost importance

Crowd Management: Keeping Guests Safe: Large crowds require careful planning. Along with the venue, we will create detailed crowd control plans that account for venue capacity, clear signage, and accessible exits. Partner with security professionals when necessary, especially for high-profile or large-scale events.


Technology as a Safety Tool: Airlines use cutting-edge technology to monitor and ensure safety. Event planners can leverage tech tools like mobile apps for real-time communication, emergency alerts, and even crowd tracking to ensure guests are informed and safe.


Post-Event Debriefs: Learning from Every Experience: Weather conditions have intensified. Just this past May we had to evacuate guests from a home and get them back to their hotels when tornados where anticipated to hit. It was a scary situation as the wind was so violent that the tent poles were being lifting out of the ground. As we think back on that day, nothing was more important than the safety of the individuals that were attending the event. The emcee/ dj and our team worked together to move the crowd to the emergency evacuation areas and thank goodness we were prepared. The quick response is necessary as sometimes guests can cause unexpected delays in moving everyone to a safe space quickly.


Event planners should hold post-event debriefs to review what worked and what didn’t regarding safety. This reflection helps to continuously improve protocols and prevent future issues.


While event planners may not be piloting planes, the recent tragedies in the aviation industry remind us that safety is everyone’s responsibility. As event planners, our role extends beyond aesthetics and logistics—we are the guardians of our guests' well-being. By stepping up our safety protocols, we ensure that every event not only dazzles but also protects the people who trust us with their special moments.


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